How to organise an art competition from start to finish

Start an art competition by fixing the theme, rules and judging criteria before inviting anyone to enter. Then secure the venue, check permits and insurance, recruit the jury, and open registration. As entries come in, keep one numbered entry list and confirm every participant. In the final week, prepare the judging forms, certificates, prizes, exhibition layout and registration desk so setup and judging can run without guesswork.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Record competition theme
2 people
2
Write competition rules
2 people
3
Approach jury members
4
Record the judging criteria
3 people
5
Reserve venue
6
Check permits
7
Check insurance
8
Draft invitations
2 people
9
Send invitations
2 people
10
Open the registration form
11
Promote the competition online
2 people
12
Distribute posters
2 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Confirm participants
2 people
16
Create the entry list
2 people
17
Assign numbers to entries
2 people
18
Prepare jury forms
2 people
19
Design certificates
20
Buy prizes
2 people
21
Check supplies
2 people
22
Do the shopping
2 people
23
Cool perishables
2 people
24
Receive submissions
3 people
25
Register entries
2 people
26
Set up tables and chairs
4 people
27
Set up exhibition walls
4 people
28
Set up workstations
3 people
29
Prepare submissions
4 people
30
Label the projects
2 people
31
Set up judges' table
2 people
32
Set up registration desk
2 people
33
Set up catering
3 people
34
Hang up decorations
2 people
35
Test the lighting
2 people
36
Conduct a safety check
2 people

Event

37
Staff the registration desk
2 people
38
Receive participants
3 people
39
Inform visitors
2 people
40
Lead creative program
2 people
41
Serve coffee and tea
2 people
42
Serve snacks
2 people
43
Refill drinks
2 people
44
Restock workstations
2 people
45
Oversee the jury round
3 people
46
Collect audience votes
2 people
47
Count votes
3 people
48
Announce the winners
2 people
49
Award prizes and certificates
3 people
50
Pack items safely
3 people
51
See visitors out
2 people

Aftercare

52
Collect waste
3 people
53
Wash dishes
2 people
54
Clear tables and chairs
4 people
55
Dismantle exhibition walls
4 people
56
Clean the venue
4 people
57
Switch off equipment
2 people
58
Collect lost and found items
59
Return entries to participants
3 people
60
Sort leftover materials
2 people
61
Return rented materials
2 people
62
Publish winners online
63
Send thank-you message to participants

What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Registration desk
Judges' table
Clothing rack
Waste binsqty 6
Exhibition wallsqty 10
Easelsqty 20

Tableware

Glassesqty 100
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Pitchersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Power stripsqty 6
Extension cordsqty 6
Laptopsqty 2
Printer
Flashlightsqty 4

Art supplies

Sketchbooksqty 30
Drawing paperqty 200
Colored pencilsqty 20
Graphite pencilsqty 40
Erasersqty 30
Pencil sharpenersqty 15
Acrylic paint setsqty 12
Brush setsqty 20
Palletsqty 20
Mixing bowlsqty 30
Water cupsqty 30
Apronsqty 30
Clayqty 15
Modeling knivesqty 15
Glue bottlesqty 20
Scissorsqty 20
Craft cardboardqty 100
Color markersqty 20

Presentation

Project labelsqty 100
Directional signsqty 12
Information boardsqty 6
Clipboardsqty 12
Clipboardsqty 50
Photo framesqty 10
Ballot boxesqty 2
Jury formsqty 20
Ballot slipsqty 150
Certificatesqty 20
Prizesqty 3
Ribbonsqty 3
Tableclothsqty 14
Barrier tapeqty 2
Ropeqty 2
Cable tiesqty 100
Painter's tapeqty 12
Sticky tackqty 10
Pensqty 40
Permanent markersqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 2
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the theme, rules and judging criteria before sending invitations. State the deadline, permitted formats, number of entries per person and how originality will be handled.
Recruit the jury before registration opens and give each judge the same criteria. Prepare printed judging forms and decide how ties or missing scores will be resolved.
Reserve the venue early enough to confirm tables, chairs, exhibition walls, easels, power access and a separate judges’ table. Check permits and insurance before promoting the event.
Keep registration data in one working entry list. Record dietary requirements, assign an entry number to every submission, and send participants a final confirmation with arrival and submission deadlines.
Do not leave certificates and prizes until the event day. Print certificates, check the printer and laptop, and pack art supplies, extension cords, power strips, waste bins and refreshments before setup begins.

Frequently asked questions

How early should I start organising an art competition?: Start at least 6 to 8 weeks before the competition. Use the first 1 to 2 weeks for the theme, rules, venue, jury, permits and insurance, then allow time for registration and promotion.
When should I open registration for an art competition?: Open registration after the rules, judging criteria and jury are confirmed, usually 4 to 6 weeks before the event. Close it early enough to process entries, assign numbers and confirm participants at least 7 days beforehand.
How many judges do I need for an art competition?: For a small competition, 3 judges gives you a workable panel and reduces reliance on one opinion. Give them identical judging forms and set aside a fixed judging period after all submissions have been registered.
What should I prepare the week before an art competition?: The week before, finalise the entry list, entry numbers, jury forms, certificates, prizes and room layout. Also check tables, chairs, easels, exhibition walls, laptops, the printer, power cables and any refreshments.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!