How to organise a satay contest from start to finish

A satay contest needs more than grills and skewers: you also need a fixed running order, clear judging rules and enough chilled preparation space. Start by confirming contestants, judges and dietary requirements, then build the schedule around marinating, cooking and tasting. On the day, separate preparation tables from barbecue zones and keep meat and vegetables cold until needed. This plan covers the details that are easy to overlook, from start numbers to thermometer checks and a properly equipped jury table.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Confirm judges
5
Finalize participant list
6
Write out the competition rules
2 people
7
Assign start numbers
8
Create the match schedule
9
Check the shopping list
2 people
10
Check stock
2 people
11
Do the shopping
2 people
12
Cool Meat and Vegetables
2 people
13
Prepare marinades
2 people
14
Portion satay meat
2 people
15
Cut vegetables
2 people
16
Marinate the meat
2 people
17
Collect materials
2 people
18
Fill coolers
2 people
19
Clean the venue
2 people
20
Set up party tents
4 people
21
Set up tables and chairs
3 people
22
Set up barbecue areas
3 people
23
Set up the competition tables
2 people
24
Set up judges' table
2 people
25
Hang decorations
2 people
26
Chill drinks
2 people
27
Set out coffee and tea
2 people

Event

28
Receive participants
3 people
29
Hand out race numbers
2 people
30
Explain the competition rules
31
Light the barbecues
4 people
32
Guide participants
2 people
33
Serve satay
4 people
34
Refill drinks
2 people
35
Coordinate the jury tasting
2 people
36
Empty trash bins
2 people
37
Announce the winners
38
See off the last guests
2 people

Aftercare

39
Safely extinguish barbecues
3 people
40
Clear away food and drinks
3 people
41
Clear tables and chairs
4 people
42
Clean materials
3 people
43
Wash dishes
3 people
44
Clean the venue
3 people
45
Take out the trash
2 people
46
Store materials dry
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 60
Judges' table
Work tablesqty 6

Tableware

Platesqty 70
Bowlsqty 30
Glassesqty 80
Coffee cupsqty 30
Forksqty 70
Knivesqty 70
Spoonsqty 40
Serving utensilsqty 12

Equipment

Barbecuesqty 6
Gas cylindersqty 6
Coolersqty 4
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 3
Fire extinguishersqty 2
Buckets of fire waterqty 4

Kitchen

Cutting boardsqty 6
Chef’s and office knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 3
Storage binsqty 12
Grill tongsqty 8
Brushesqty 6
Aluminum traysqty 20
Skewersqty 500
Kitchen thermometersqty 4
Aluminum foilqty 4
Cling filmqty 3
Parchment paperqty 3

Decorations

Tableclothsqty 10
Buntingqty 6
Race numbersqty 30
Prize ribbonsqty 3
Name badgesqty 60

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 6
Washing-up tubsqty 3
Spongesqty 10
Dish brushesqty 4
Hand broomsqty 2
Dustpan and brushqty 2
Mop setsqty 2

Other

Competition formsqty 40
Markersqty 12
Pensqty 20
Clipboardsqty 6
Prize trophiesqty 3

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the contest. Use the final participant list to assign start numbers and create the match schedule; late changes can disrupt cooking times and judging.
Write the rules before invitations go out, including portion size, permitted ingredients, cooking time and scoring criteria. Print enough copies for every contestant and judge, plus 2 spare copies.
Prepare meat and vegetables in separate containers and keep them chilled until cooking. Plan at least one cooler per preparation area, and use a kitchen thermometer to verify that cooked meat reaches a safe internal temperature.
Give the site setup a fixed order: clean the venue, erect party tents, place tables and chairs, then establish barbecue and competition zones. Keep extension cords and power strips away from wet areas and walking routes.
Set up the jury table before contestants arrive with plates, bowls, cutlery, serving utensils and score sheets. Allow at least 30 minutes before the first cooking round for a final check of gas cylinders, barbecues, skewers and grill tongs.

Frequently asked questions

How far in advance should I invite people to a satay contest?: Send invitations at least 3 weeks before the event and close registrations 7 days before it. That leaves enough time to confirm judges, collect dietary requirements and order the right amount of food and equipment.
How much satay meat do I need per contestant?: Set a portion size in the rules before shopping, then buy enough for every registered contestant plus at least 10% extra for tasting and mistakes. Final quantities depend on the portion size and number of rounds.
When should I marinate the satay meat?: Marinate the meat according to the recipe, usually several hours or overnight before cooking. Keep it refrigerated throughout, and do not leave raw marinated meat at room temperature while setting up the contest.
How early should I set up the barbecue area?: Finish the barbecue zones, fuel checks and competition tables at least 60 minutes before the first cooking round. This gives you time to test the grills, arrange skewers and correct power or layout problems before contestants start.

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