How to organise a spelling bee from start to finish

A spelling bee runs smoothly when the competition structure is settled before you invite participants. Start with the date, venue, age or skill categories and clear rules, then appoint judges, a host and enough volunteers. Build the word lists and final round early, because printing, judging packs and participant materials take longer than expected. On the day, a detailed run sheet, reliable microphones and a visible timer keep the rounds moving.

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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
Confirm date and location
2 people
2
Draw up competition rules
2 people
3
Define participant categories
2 people
4
Approach jury members
5
Book host
6
Recruit volunteers
2 people
7
Draft invitations
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Answer participants' questions
12
Compile competition words
3 people
13
Select reserve words
2 people
14
Prepare the final round
2 people
15
Write jury instructions
2 people
16
Develop the run sheet
2 people
17
Confirm reservations
18
Order catering
2 people
19
Order prizes and certificates
20
Make name badges
2 people
21
Print participant list
22
Print score sheets
2 people
23
Print competition words
2 people
24
Prepare jury packs
2 people
25
Prepare participant packs
2 people
26
Confirm catering delivery
27
Check the weather forecast
28
Collect materials
3 people

Event

29
Open venue
2 people
30
Set up tables
4 people
31
Set up chairs
3 people
32
Set up judges' table
2 people
33
Set up registration desk
2 people
34
Test sound equipment
2 people
35
Set up the presentation table
2 people
36
Hang decorations
3 people
37
Chill drinks
2 people
38
Set out coffee and tea
2 people
39
Set out snacks
2 people
40
Receive the jury
2 people
41
Give the jury briefing
2 people
42
Brief volunteers
2 people
43
Register participants
4 people
44
Hand out name badges
2 people
45
Guide audience to their seats
2 people
46
Announce the opening
47
Read out the rules
48
Guide the First Round
4 people
49
Check scores
3 people
50
Serve break snacks
3 people
51
Refill drinks
2 people
52
Announce finalists
53
Guide the final round
4 people
54
Process interim results
3 people
55
Arrange evening break
3 people
56
Moderate the final round
4 people
57
Check final scores
3 people
58
Announce the winners
59
Present prizes
2 people
60
Present Certificates
2 people
61
Take group photo
2 people
62
Announce the closing
63
See the audience out
2 people

Aftercare

64
Pack leftover catering
2 people
65
Sort materials
3 people
66
Clear tables and chairs
4 people
67
Remove decorations
3 people
68
Collect waste
3 people
69
Wash dishes
3 people
70
Clean the venue
3 people
71
Turn off the sound equipment
72
Return materials
2 people
73
Return borrowed items
2 people
74
Send results to participants
75
Archive certificates digitally
76
Share photos with the school

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Judges' table
Registration desk
Presentation table
Stoolsqty 6

Equipment

Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Laptop
Projector
Projection screen
Timerqty 2
Camera

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 60
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Serving traysqty 6
Serving plattersqty 10
Food containersqty 8
Corkscrewsqty 2

Office

Clipboardsqty 12
Ballpoint pensqty 40
Pencilsqty 40
Erasersqty 30
Markersqty 12
Whiteboard markersqty 8
Whiteboard
Notepadsqty 15
Envelopesqty 100
Name badgesqty 100
Score sheetsqty 150
Participant listsqty 10
Contest phrasesqty 150
Jury instructionsqty 10
Certificatesqty 80
Prizesqty 10
Tapeqty 6
Scissorsqty 6
Staplersqty 3
Paper clipsqty 200

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 12
Directional signsqty 8
Welcome sign
Name stickersqty 100

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the competition categories and rules before sending invitations. State how many words each participant can receive, how ties are handled and what happens in the final round.
Compile the main word list and reserve words several weeks before the event. Prepare more reserve words than you expect to need, especially if several participants may reach sudden-death rounds.
Give judges written instructions and a complete jury pack at least 30 minutes before registration opens. Include the pronunciation, definition and sentence for every competition word they may use.
Assign volunteers to registration, room management and score collection. Open registration 30–45 minutes before the first round so name badges and participant lists can be checked without delaying the programme.
Test the microphones, speakers, laptop, projector, timer and extension cords before participants arrive. Keep printed competition words and score sheets available as a backup if the technology fails.

Frequently asked questions

How long does it take to organise a spelling bee?: Allow at least 4–6 weeks for a small spelling bee and longer if you need to recruit judges, book a host or order prizes. Finalise the rules and word lists before sending invitations, then reserve the last week for printing and confirmations.
How many words do you need for a spelling bee?: Prepare enough words for every planned round plus at least 20–30% extra reserve words. For example, a 40-participant event with four rounds should have more than 160 usable words because ties and final-round repeats can extend the programme.
How many judges are needed for a spelling bee?: Use at least two judges for a small event and three or more when many participants compete. One judge can read the word while another checks pronunciation, definitions and scoring, reducing mistakes during fast rounds.
When should spelling bee invitations be sent?: Send invitations 3–4 weeks before the event and set registration to close about 7 days beforehand. This gives you time to confirm numbers, collect dietary requirements, print the participant list and prepare name badges and packs.

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.