How to organise a science competition from start to finish

Start by fixing the competition format, rules and judging criteria before inviting anyone. Those decisions determine the registration form, team assignments, room layout and timing on the day. Next, secure the jury, rooms, catering and volunteers, then test every trial setup and check the competition assignments. Finish with a detailed run sheet, safety instructions, briefing materials and certificates so competitors, judges and helpers know exactly what happens next.

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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
Draw up the competition rules
2 people
3
Record the judging criteria
3 people
4
Approach jury members
2 people
5
Create registration form
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign teams
2 people
10
Assign start numbers
11
Develop the run sheet
2 people
12
Reserve rooms
13
Reserve jury room
14
Book catering
15
Check competition assignments
3 people
16
Test trial setups
3 people
17
Write safety instructions
2 people
18
Recruit volunteers
2 people
19
Assign volunteer tasks
2 people
20
Prepare jury briefing
21
Collect presentations
2 people
22
Make name badges
2 people
23
Make route signs
24
Order prizes
25
Print certificates
2 people
26
Remind participants
27
Do the shopping
2 people
28
Set out sample materials
3 people
29
Print registration lists
30
Fill competition folders
3 people
31
Stock the refrigerators
2 people
32
Set up tables
4 people
33
Set up chairs
4 people
34
Set up competition stations
4 people
35
Set up the jury tables
2 people
36
Set up registration desk
2 people
37
Test presentation equipment
2 people
38
Hang decorations
2 people
39
Distribute tasting materials
4 people
40
Set out snacks
3 people
41
Set out coffee and tea
2 people
42
Brief volunteers
2 people

Event

43
Receive the jury
2 people
44
Register participants
3 people
45
Hand out starter packs
2 people
46
Handle the opening
2 people
47
Give safety instructions
2 people
48
Run the competition round
6 people
49
Hand out judging forms
2 people
50
Monitor the time per round
2 people
51
Refill drinks
2 people
52
Refill snacks
2 people
53
Check work tables
3 people
54
Supervise the break program
2 people
55
Lead the presentation round
4 people
56
Collect jury questions
2 people
57
Collect scores
3 people
58
Facilitate jury deliberation
3 people
59
Open the buffet
3 people
60
Prepare awards ceremony
2 people
61
Present the awards ceremony
3 people
62
Hand out certificates
2 people
63
Take group photo
2 people
64
See participants off
3 people

Aftercare

65
Collect waste
4 people
66
Wash dishes
3 people
67
Clear away the sample materials
4 people
68
Switch off equipment
2 people
69
Clear tables and chairs
4 people
70
Clean the rooms
4 people
71
Check stock
2 people
72
Return borrowed items
2 people
73
Publish results
74
Thank participants
75
Order additional prizes and certificates

What to bring

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

Furniture

Tablesqty 24
Chairsqty 140
Jury tablesqty 4
Registration desk
Coat racksqty 4
Waste binsqty 10

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 160
Dessert platesqty 140
Knivesqty 160
Forksqty 160
Spoonsqty 100
Serving plattersqty 20
Serving tongsqty 10

Equipment

Laptopsqty 4
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Extension cordsqty 10
Power stripsqty 10
Timersqty 12
Stopwatchesqty 8
Digital scalesqty 8
Thermometersqty 8
Cordless kettlesqty 2

Kitchen

Coolersqty 4
Thermos flasksqty 8
Coffee machinesqty 2
Water jugsqty 8
Cutting boardsqty 6
Kitchen knivesqty 6
Measuring cupsqty 12
Mixing bowlsqty 12
Funnelsqty 12
Kitchen tongsqty 8
Water reservoirsqty 6

Sports equipment

Sampling cupsqty 100
Plastic graduated cylindersqty 24
Plastic pipettesqty 100
Safety gogglesqty 60
Lab coatsqty 30
Glovesqty 120
Plastic funnelsqty 24
Magnetsqty 40
Stopwatch setsqty 12

Decorations

Start number signsqty 24
Name badgesqty 160
Tableclothsqty 24
Balloonsqty 100
Balloon ribbonqty 2
Directional signsqty 20
Arrow stickersqty 40
Prize displaysqty 3

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Litter pickersqty 2

Catering

Coffee makerqty 2
Buffet warmersqty 4
Tiered traysqty 6
Bread basketsqty 6
Drink dispensersqty 4
Coffee spoonsqty 80
Serving jugsqty 8
Groceries

Tips

Set the format and scoring system before opening registration. Record the judging criteria in a clear document and use the same version for every jury member and volunteer.
Build the schedule around fixed competition times, not just the opening and closing moments. Include time for registration, team changes, judging, presentations, room resets and delays.
Test each trial setup before competition day, including laptops, projectors, timers, digital scales, thermometers, extension cords and power strips. A test run often reveals missing adapters, unstable equipment or unclear instructions.
Brief the jury and volunteers separately. Give judges the scoring process and criteria; give volunteers their assigned stations, route signs, start numbers, registration duties and escalation procedure.
Collect dietary requirements during registration and confirm catering numbers before the deadline. Also check that the jury room, registration desk, coat racks and waste bins are ready before competitors arrive.

Frequently asked questions

How far in advance should I organise a science competition?: Allow at least 8 to 12 weeks for a small or medium competition. Use the first two weeks to set the format, rules, judging criteria and room requirements, then open registration once those details are fixed.
How many judges do I need for a science competition?: Plan for at least 2 judges per judging area, plus one lead judge to resolve questions and keep scoring consistent. Add judges when several teams must be assessed at the same time or when trials require specialist knowledge.
When should teams and start numbers be assigned?: Assign teams and start numbers after registration closes and dietary requirements have been checked, usually 1 to 2 weeks before the event. Send the final information early enough for teams to prepare, but keep a short window for corrections.
How long should a science competition schedule be?: Allow roughly 30 to 60 minutes for registration, then schedule each trial with its full judging time plus 10 to 15 minutes for resetting equipment. Add at least 30 minutes of contingency time across the day for delays, questions and technical problems.

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