How to organise a startup pitch night

A startup pitch night works best when the format is decided before invitations go out. Set the pitch criteria, confirm the jury and speakers, and use registration data to build a realistic running order. Presentation files, microphones and projection equipment need checking before guests arrive, not during the first pitch. This guide follows the practical sequence from choosing the venue to briefing the jury and running the evening.

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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
Confirm pitch format
2 people
3
Set pitch criteria
2 people
4
Approach jury members
5
Invite speakers and pitchers
2 people
6
Create a registration form
7
Send invitations
2 people
8
Post on social media
9
Process registrations
10
Collect dietary requirements
11
Confirm pitch registrations
12
Send the jury briefing
13
Book catering
14
Reserve equipment
15
Create the program
2 people
16
Collect presentations
17
Check presentations
2 people
18
Draw lots for the pitch order
19
Update participant list
20
Send reminder
21
Prepare name badges
2 people
22
Print the jury forms
23
Print the run sheet
24
Do the shopping
2 people
25
Check catering
2 people
26
Pick up the equipment
2 people
27
Back up pitch files

Event

28
Open venue
2 people
29
Check rooms
2 people
30
Set up tables
3 people
31
Set up chairs
3 people
32
Set up the stage area
2 people
33
Set up the projection screen
2 people
34
Connect the projector
2 people
35
Test microphones
2 people
36
Set up presentations
2 people
37
Set out coffee and tea
2 people
38
Chill drinks
2 people
39
Prepare snacks
3 people
40
Set up the snack buffet
2 people
41
Set up the registration table
2 people
42
Lay out name badges
43
Set up judges' table
2 people
44
Receive pitchers
2 people
45
Welcome the judges
46
Register guests
3 people
47
Serve welcome drinks
2 people
48
Explain the program
49
Support the pitch round
2 people
50
Keep track of pitch time
51
Present presentations
52
Hand out judging forms
53
Refill drinks
2 people
54
Refill snacks
2 people
55
Restock break buffet
2 people
56
Host the networking drinks reception
3 people
57
Facilitate jury deliberation
58
Announce the winner
59
Present the prize
2 people
60
Guide networking talks
3 people
61
Announce the final round
62
See off guests
2 people

Aftercare

63
Switch off the equipment
2 people
64
Catering breakdown
3 people
65
Collect tableware
3 people
66
Collect waste
2 people
67
Clear tables and chairs
4 people
68
Clean the venue
3 people
69
Pack up equipment
2 people
70
Return borrowed items
2 people
71
Store leftover stock
72
Archive photos and files
73
Send thank-you message
74
Follow up with pitchers
75
Thank the judges

What to bring

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

Furniture

Beer tablesqty 8
Cocktail tablesqty 6
Chairsqty 90
Judges' table
Speaker podiumqty 2
Clothing rack
Waste binsqty 6
Stoolsqty 12

Tableware

Water glassesqty 100
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cake platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Clicker
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 3
Power banksqty 2

Lighting

LED spotlightsqty 6
Mood lightingqty 4

Decorations

Welcome sign
Program postersqty 4
Logo bannersqty 3
Table runnersqty 12
Flower arrangementsqty 6
Name badge holdersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Kitchen tongsqty 6
Ice packsqty 12
Bottle openersqty 4
Corkscrewsqty 3
Napkin holdersqty 8

Registration

Registration desk
Name badgesqty 100
Badge holdersqty 100
Ballpoint pensqty 30
Attendance listqty 3
Jury formsqty 20
Pitch order numbersqty 20
Program bookletsqty 100
Clipboardsqty 12

Catering

Groceries

Tips

Decide the pitch format and judging criteria before opening registration. State the pitch length, question time and scoring points clearly so every founder prepares for the same conditions.
Approach jury members and speakers early, then send a written briefing at least one week before the event. Include the schedule, judging criteria, arrival time and any expected conflicts of interest.
Close registrations with enough time to process dietary requirements and confirm each pitch. Send the final participant list and pitch order no later than two days before the event.
Collect presentation files before event day and test every deck on the event laptop. Check HDMI adapters, the projector, projection screen, clicker and microphones together rather than one item at a time.
Print the run sheet, jury forms and name badges before setup starts. Leave at least 60 minutes for arranging the judges' table, podium, seating, catering and cables, then tape down extension cords and power strips.

Frequently asked questions

How far in advance should I organise a startup pitch night?: Start planning at least six weeks before the event. Confirm the date, location, pitch format and jury first, then allow two to three weeks for registrations and presentation collection.
When should startup pitch registrations close?: Close registrations about 10 days before the pitch night. This leaves time to confirm presenters, collect dietary requirements, check presentations and draw the final pitch order.
How long should each startup pitch be?: Allow 5 to 7 minutes for the pitch and another 3 to 5 minutes for jury questions. Build a 10-minute slot per startup into the program so small delays do not compound.
When should I test the presentation equipment?: Run a full equipment test at least one day before the event, then repeat the check 60 minutes before doors open. Test the laptop, projector, HDMI cables and adapters, clicker, microphones, speakers and mixer together.

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.