How to organise a school programming competition
Start with the competition format and work backwards from the event date. Set the rules, assignment theme, scoring method and timetable before inviting students. Then build and test the programming tasks, confirm the venue and internet setup, and prepare laptops, accounts and the scoreboard. Registration, team assignments, dietary requirements and judging schedules need firm deadlines. The final week is for testing, briefing volunteers and checking every backup item.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set competition rules
2 people
- 2
Define the assignment theme
3 people
- 3
Prepare the program tasks
3 people
- 4
Create test data
3 people
- 5
Test jury solutions
3 people
- 6
Create registration form
- 7
Send invitations
2 people
- 8
Process registrations
2 people
- 9
Collect dietary requirements
- 10
Assign teams
2 people
- 11
Send confirmations
- 12
Reserve venue
- 13
Test internet connection
2 people
- 14
Set up the competition platform
2 people
- 15
Create participant accounts
2 people
- 16
Configure scoreboard
2 people
- 17
Reserve laptops
- 18
Order catering
- 19
Create jury schedule
- 20
Brief volunteers
2 people
- 21
Prepare match folders
2 people
- 22
Make name badges
- 23
Prepare awards ceremony
2 people
- 24
Do the shopping
2 people
- 25
Gather equipment
2 people
- 26
Set up tables
3 people
- 27
Set up chairs
2 people
- 28
Connect laptops
3 people
- 29
Test the network
2 people
- 30
Connect the projector
- 31
Set up the reception table
2 people
- 32
Prepare registration lists
- 33
Chill drinks
2 people
- 34
Set out coffee and tea
2 people
- 35
Set out snacks
2 people
Event
- 36
Register participants
3 people
- 37
Hand out name badges
2 people
- 38
Direct teams to workstations
2 people
- 39
Give Welcome Presentation
- 40
Explain the competition rules
- 41
Hand out assignments
2 people
- 42
Supervise the competition
5 people
- 43
Answer the jury's questions
3 people
- 44
Check the submissions
3 people
- 45
Update the scoreboard
2 people
- 46
Refill drinks
2 people
- 47
Serve snacks
2 people
- 48
Restock break snacks
2 people
- 49
Serve the pizza meal
4 people
- 50
Refill coffee and tea
- 51
Resolve technical issues
2 people
- 52
Collect final submissions
2 people
- 53
Check the final results
3 people
- 54
Announce the winners
- 55
Present prizes
2 people
- 56
Take group photo
- 57
See participants off
2 people
Aftercare
- 58
Shut down laptops
3 people
- 59
Pack equipment
3 people
- 60
Clear tables and chairs
4 people
- 61
Wash dishes
2 people
- 62
Collect waste
2 people
- 63
Clean the room
3 people
- 64
Store equipment safely
2 people
- 65
Return borrowed items
2 people
- 66
Clear out unused stock
- 67
Send results and certificates
- 68
Archive competition materials
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 18
- Chairsqty 65
- Registration desk
- Judges' tableqty 2
- Waste binsqty 6
Equipment
- Laptopsqty 35
- Laptop chargersqty 35
- Spare laptopsqty 4
- Projector
- Projection screen
- Presentation laptop
- Wi-Fi access pointsqty 3
- Network Switchesqty 3
- Ethernet cablesqty 45
- Spare keyboardsqty 4
- Spare miceqty 4
- USB sticksqty 6
- Power banksqty 4
- Extension cordsqty 12
- Power stripsqty 18
- Cable traysqty 12
- Spare fusesqty 4
- Timer clocksqty 4
Tableware
- Reusable cupsqty 80
- Coffee cupsqty 40
- Platesqty 80
- Cutlery setsqty 80
- Serving spoonsqty 8
- Coffee potsqty 3
- Teapotsqty 2
Kitchen
- Coolersqty 4
- Thermos flasksqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
- Serving plattersqty 8
- Serving traysqty 4
- Measuring cupsqty 2
Decorations
- Name badge holdersqty 70
- Competition postersqty 8
- Directional signsqty 12
- Tableclothsqty 8
- Prizesqty 6
- Medalsqty 12
- Certificate foldersqty 40
Cleaning
- Dustpan and brushqty 2
- Mopsqty 3
- Bucketsqty 3
- Cleaning glovesqty 6
Lighting
- Desk lampsqty 8
Groceries
- Groceries
Tips
- Set the rules and assignment theme at least 6 weeks before the competition. Finish the program tasks and test data early enough for jury members to run every solution and find unclear wording.
- Close registration 10 to 14 days before the event. Use the final list to assign teams, collect dietary requirements, send confirmations and create participant accounts without last-minute changes.
- Test the competition platform, scoreboard and internet connection on the actual venue network at least 7 days beforehand. Run a complete trial with the laptops, chargers, switches, Ethernet cables and projection equipment.
- Plan one spare laptop for every 10 competing laptops, plus spare keyboards, mice, USB sticks and power banks. Label chargers and use cable trays, extension cords and power strips so a loose connection does not stop a team.
- Give judges and volunteers a written schedule 3 to 5 days before the event. Prepare match folders, name badges and the awards ceremony materials before participants arrive, and keep registration and judging tables separate.
Frequently asked questions
- How far in advance should I organise a school programming competition?
- Allow 6 to 8 weeks for a small school competition. You need time to write and test tasks, reserve the venue and laptops, open registration, configure the platform and brief judges and volunteers.
- How many laptops do I need for a school programming competition?
- Provide one working laptop for each competing team or participant, depending on your rules, plus at least 10% spare capacity. For 40 laptops in use, prepare 4 spare laptops and test every charger before the event.
- When should programming competition tasks be tested?
- Create the first complete task set at least 3 weeks before the competition. Test the statements, test data, scoring and jury solutions with more than one reviewer, then freeze the final version 5 to 7 days before the event.
- When should registration close for a school programming competition?
- Close registration 10 to 14 days before the event. That leaves enough time to assign teams, create accounts, confirm attendance, collect dietary requirements and order catering for the final numbers.
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.
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