How to organise a recipe contest from start to finish

A recipe contest runs smoothly when the format, judging and kitchen setup are decided before invitations go out. Start by setting the number of contestants, cooking time and scoring method, then confirm the venue, jury and safety arrangements. Collect recipes and allergen information during registration, not on the day. In the final week, assign cooking stations, test the equipment and prepare labelled ingredients so contestants can begin without delays.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set competition format
2 people
2
Write out the competition rules
2 people
3
Approach jury members
4
Reserve venue
5
Check competition insurance
6
Create registration form
7
Draft invitations
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Record the jury assessment
2 people
12
Confirm participants
13
Request recipes and allergens
14
Make the competition schedule
2 people
15
Assign cooking stations
2 people
16
Make a shopping list
2 people
17
Order prizes and trophies
18
Hang up promotional materials
2 people
19
Test cooking equipment
2 people
20
Count tableware and glassware
2 people
21
Do the shopping
3 people
22
Check fresh produce
2 people
23
Chill drinks
2 people
24
Portion ingredients
3 people
25
Prepare allergen labels
2 people
26
Put together prize packages
2 people

Event

27
Open venue
2 people
28
Set up cooking stations
4 people
29
Set up tables and chairs
4 people
30
Set up judges' table
2 people
31
Set up the presentation table
2 people
32
Hang up decorations
2 people
33
Set up registration desk
2 people
34
Prepare ingredients per station
4 people
35
Lay out crockery and cutlery
2 people
36
Set out coffee and tea
2 people
37
Test audio and microphone
2 people
38
Give the jury briefing
2 people
39
Receive participants
3 people
40
Register participants
2 people
41
Explain the competition rules
42
Give the signal
43
Supervise cooking stations
4 people
44
Replenish ingredients
2 people
45
Keep worktops clean
2 people
46
Refill drinks
2 people
47
Empty waste bins periodically
2 people
48
Remind participants of the remaining time
49
Bring dishes to the jury table
3 people
50
Present dishes
3 people
51
Collect judging forms
52
Serve tasting portions
4 people
53
Process jury scores
2 people
54
Collect audience feedback
2 people
55
Announce the winners
2 people
56
Present prizes
2 people
57
Wave goodbye to visitors
3 people

Aftercare

58
Switch off equipment
2 people
59
Store leftovers in the fridge
2 people
60
Wash dishes
3 people
61
Clean the kitchen
3 people
62
Clear tables and chairs
4 people
63
Remove decorations
2 people
64
Sort and remove waste
2 people
65
Leave venue clean
3 people
66
Return borrowed materials
2 people
67
Archive contest forms
68
Share the results with participants

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Foldable tablesqty 14
Chairsqty 70
Judges' table
Registration desk
Clothes racksqty 2

Tableware

Dinner platesqty 80
Dessert platesqty 80
Bowlsqty 40
Cutlery setsqty 80
Water glassesqty 80
Wine glassesqty 40
Coffee cupsqty 50

Kitchen

Chef's knivesqty 14
Cutting boardsqty 20
Mixing bowlsqty 28
Measuring cupsqty 14
Measuring spoonsqty 14
Colandersqty 14
Frying pansqty 14
Cooking potsqty 14
Baking dishesqty 14
Spatulasqty 20
Ladlesqty 14
Whiskqty 14
Vegetable peelersqty 14
Kitchen tongsqty 14
Oven mittsqty 14
Kitchen apronsqty 20
Tea towelsqty 30
Kitchen scalesqty 8
Kitchen timersqty 14

Equipment

Induction hobsqty 14
Extension cordsqty 10
Power stripsqty 10
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Microphonesqty 2
Speakersqty 2
Presentation screen
Cable reelsqty 4

Decorations

Competition bannersqty 4
Tableclothsqty 14
Name badgesqty 80
Menusqty 70
Flower arrangementsqty 6
Prize trophiesqty 3
Certificatesqty 15
Ballot boxesqty 2
Directional signsqty 8

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand soap dispensersqty 4
Paper towel holdersqty 4

Catering

Coffee potsqty 4
Thermos flasksqty 4
Water jugsqty 8
Drink dispensersqty 4
Serving plattersqty 20
Serving spoonsqty 20
Plate racksqty 4
Ice packsqty 24
Groceries

Tips

Set the format before opening registration: decide how many contestants you can accommodate, how many dishes each person prepares and how long the cooking round lasts. Put the scoring criteria and tie-break rule in writing.
Invite the jury early and give each judge the scoring sheet at least 7 days before the contest. Record assessments as dishes are judged instead of trying to reconstruct scores at the end.
Use registration to collect dietary requirements, recipes and allergens. Prepare one clearly visible allergen label for every ingredient or dish, and keep the final recipe list with the jury table.
Plan the kitchen by station, not just by contestant. Check each station has the required knives, cutting boards, bowls, measuring equipment, pans, oven mitts and tea towels before ingredients are portioned.
Finish the practical setup at least 24 hours beforehand: count plates, bowls, cutlery and glasses, chill drinks, check fresh produce and test cooking equipment. Leave the competition day for registration, briefing and cooking rather than last-minute shopping.

Frequently asked questions

How far in advance should I organise a recipe contest?: Start planning 6 to 8 weeks before the contest. Reserve the venue, confirm jury members and publish the rules first; close registrations at least 7 days before the event so you can finalise stations, ingredients and allergen labels.
How many judges do I need for a recipe contest?: Use at least 3 judges for a small contest, especially if several dishes are judged at once. Confirm them 3 to 4 weeks ahead and give them the scoring criteria and schedule at least 7 days before the event.
When should contestants submit their recipes and allergens?: Ask for the recipe and allergen information with registration, or no later than 7 days before the contest. This gives you time to check ingredients, prepare labels and flag dishes that need separate equipment or handling.
How do I schedule cooking stations for a recipe contest?: Assign one clearly numbered station per contestant and allow at least 15 minutes before cooking for registration and setup. Finish the station plan 2 to 3 days in advance, then test the equipment and confirm the assignments with participants.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.