How to organise a startup pitch event

A startup pitch event runs smoothly when the format, judging process and timing are decided before invitations go out. Start by fixing the pitch length, number of judges and scoring criteria, then build registration and catering around the expected audience. Presentations and technical checks need their own deadline, not a last-minute check on the day. This plan takes you from venue and invitations to the run sheet, stage setup and final presentation check.

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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 pitch format
2 people
2
Reserve venue
3
Invite the judges
4
Set the judging criteria
2 people
5
Create a registration form
6
Send invitations
2 people
7
Process pitch registrations
2 people
8
Confirm registrations
2 people
9
Collect dietary requirements
10
Order catering
11
Set the pitching order
2 people
12
Develop the run sheet
2 people
13
Collect pitch presentations
2 people
14
Check presentations
2 people
15
Reserve technical supplies
16
Send the jury briefing
17
Print the program and badges
2 people
18
Print score sheets
19
Do the shopping
2 people
20
Check catering
2 people
21
Lay out the pitch materials
2 people

Event

22
Open venue
2 people
23
Set up tables and chairs
4 people
24
Clear the stage area
2 people
25
Install presentations
2 people
26
Test microphones and sound
2 people
27
Set up lighting and signage
2 people
28
Set out coffee and drinks
2 people
29
Brief the jury and speakers
2 people
30
Set up registration desk
2 people
31
Register visitors
3 people
32
Serve welcome drinks
2 people
33
Deliver the opening presentation
34
Facilitate pitch rounds
3 people
35
Keep track of time and presentations
2 people
36
Refill drinks
2 people
37
Serve snacks
3 people
38
Collect the jury result
2 people
39
Host the networking drinks reception
3 people
40
Announce the winners
2 people
41
See off guests and manage departure
2 people

Aftercare

42
Switch off equipment
2 people
43
Collect tableware
3 people
44
Collect waste
2 people
45
Clean the venue
4 people
46
Put furniture back
3 people
47
Pack up materials
2 people
48
Return equipment
2 people
49
Send thank-you messages
50
Archive pitch presentations

What to bring

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

Furniture

Chairsqty 80
Tablesqty 10
Registration desk
Judges' table
Tableclothsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Presentation clicker
Power stripsqty 6
Extension cordsqty 6

Tableware

Glassesqty 100
Coffee cupsqty 80
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 6
Serving jugsqty 4

Decorations

Welcome sign
Name badge holdersqty 80
Table numbersqty 10
Ballot box

Lighting

LED string lightsqty 4

Cleaning

Waste binsqty 6

Catering

Groceries

Tips

Confirm the pitch format before opening registration. Decide how many minutes each startup gets, whether judges can ask questions, and how much time is needed between pitches so the final schedule is realistic.
Invite judges early and send the briefing before the event. Give them the scoring criteria and score sheets at least 3–5 days ahead, so questions about judging are resolved before the first pitch.
Set a firm deadline for presentations, preferably 2–3 days before the event. Check every file on the event laptop, including fonts, video, aspect ratio and any HDMI adapter needed for the venue’s projector.
Build the run sheet around transitions, not only pitch time. Allow at least 5 minutes for registration, speaker changes and technical resets, and keep a backup copy of every presentation on a second device or drive.
Do the room and catering check before guests arrive. Set the registration desk, judges’ table, badges, tables and chairs first; then test microphones, speakers, projector, screen, power strips and extension cords before coffee and food are served.

Frequently asked questions

How long should a startup pitch be?: Allow 5–10 minutes for the pitch and another 3–5 minutes for questions, depending on your format. Add at least 5 minutes between startups for introductions, scoring and technical changes.
When should I send startup pitch invitations?: Send invitations 3–4 weeks before the event and set registration to close 7–10 days beforehand. That leaves time to confirm registrations, collect dietary requirements, order catering and set the pitching order.
When should judges receive the pitch criteria?: Send the jury briefing and judging criteria at least 3–5 days before the event. Include the scoring method, pitch order, expected arrival time and printed score sheets or a digital equivalent.
When should I collect the presentations?: Set the presentation deadline 2–3 days before the event, then check all files on the actual laptop and projector setup. Keep HDMI cables, adapters, a clicker and a backup copy ready for presenters who arrive with an unexpected file or connector.

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.