How to organise an innovation challenge from start to finish

An innovation challenge needs more than a good problem statement. You need a clear programme, committed workshop leaders and judges, balanced teams, and practical instructions participants can follow without asking for help every ten minutes. Start with the venue, date and format, then build the participant journey backwards from the final presentations. This guide covers the points that are easiest to overlook, from dietary requirements and judging criteria to HDMI adapters, printed worksheets and a timed run sheet.

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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
Reserve venue
2
Set the date and program
2 people
3
Invite the judges
4
Confirm workshop leaders
5
Send invitations
2 people
6
Open the registration form
7
Publish participant information
8
Process registrations
2 people
9
Collect dietary requirements
10
Assemble teams
2 people
11
Send out team assignments
12
Write the challenge briefing
2 people
13
Set the judging criteria
2 people
14
Prepare jury briefing
15
Create presentation template
16
Print worksheets
17
Make name badges
2 people
18
Buy prizes
19
Confirm catering
20
Test the equipment
2 people
21
Print the run sheet
22
Do the shopping
3 people
23
Sort materials
3 people

Event

24
Open venue
2 people
25
Set up tables and chairs
4 people
26
Set up registration desk
2 people
27
Set up workstations
4 people
28
Set up the presentation area
3 people
29
Hang decorations
2 people
30
Chill drinks
2 people
31
Set out coffee and tea
2 people
32
Set out snacks
3 people
33
Brief the registration team
2 people
34
Receive the jury
35
Register participants
3 people
36
Hand out name badges
2 people
37
Welcome and explain the program
38
Give the challenge briefing
2 people
39
Guide teams to workstations
3 people
40
Facilitate the ideation workshop
2 people
41
Refill drinks
2 people
42
Assist teams during brainstorming
4 people
43
Serve snacks
2 people
44
Answer team questions
2 people
45
Prepare prototypes
4 people
46
Set up the dinner buffet
4 people
47
Serve dinner
4 people
48
Refill the buffet and drinks
2 people
49
Collect tableware
2 people
50
Set up presentations
2 people
51
Support the pitch round
2 people
52
Operate presentation equipment
53
Collect jury scores
2 people
54
Announce the winners
55
Present prizes
2 people
56
Host the networking drinks reception
3 people
57
Refill the last drinks
2 people
58
See participants off
2 people

Aftercare

59
Collect leftover materials
3 people
60
Sort waste
3 people
61
Wash dishes
3 people
62
Clear tables and chairs
4 people
63
Switch off the equipment
2 people
64
Clean the venue
4 people
65
Check toilets
66
Collect lost and found items
67
Empty the coolers
2 people
68
Return materials
2 people
69
Return borrowed equipment
2 people
70
Send a thank-you gift to participants
71
Share winners' photos
72
Archive presentations

What to bring

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

Furniture

Work tablesqty 10
Chairsqty 70
Judges' table
Buffet tablesqty 3
Registration desk
Coat racksqty 2

Equipment

Projector
Projection screen
Laptopsqty 10
HDMI cablesqty 6
HDMI adaptersqty 6
Power stripsqty 10
Extension cordsqty 8
Mobile chargersqty 10
Wireless microphonesqty 2
Speakersqty 2
Timerqty 2
Label printer

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 70
Cutlery setsqty 70
Serving spoonsqty 8
Serving traysqty 6

Decorations

Name badgesqty 70
Tableclothsqty 10
Directional signsqty 8
Challenge postersqty 10
Team color cardsqty 10
Prizesqty 3
Flower arrangementsqty 4

Lighting

Atmosphere lightsqty 8
Light Stripsqty 3

Sports equipment

Construction cardboardqty 10
Sticky notesqty 40
Markersqty 100
Pensqty 100
Pencilsqty 60
Scissorsqty 20
Glue sticksqty 30
Rolls of tapeqty 20
Measuring tapesqty 10
Prototype kitsqty 10
Worksheetsqty 100
Jury formsqty 30
Run sheetsqty 10

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the format before opening registration. Allow time for workshops, team work, breaks and final presentations, then publish the challenge briefing and participant information together so people know what they are signing up for.
Invite judges and workshop leaders early, ideally at least 6 weeks before the event. Confirm their roles, arrival time and required briefing before you send participant invitations.
Close registration early enough to form workable teams. Aim to send team assignments 3–5 days before the event, after checking dietary requirements and any useful skills or experience participants shared.
Turn judging into a transparent process before teams start working. Write the judging criteria, prepare a jury briefing and create one presentation template so every team is assessed on comparable information.
Test the room and equipment at least one day before the challenge. Check the projector, screen, laptops, HDMI cables, adapters, microphones, speakers and power distribution; on the day, print the run sheet, worksheets and name badges before participants arrive.

Frequently asked questions

How far in advance should you organise an innovation challenge?: Start planning at least 8–12 weeks ahead. Use the first 2 weeks to confirm the venue, date, programme, judges and workshop leaders, then open registration once the participant information and challenge format are ready.
How many people should be in an innovation challenge team?: Teams of 4–6 participants usually give people enough variety without making coordination difficult. Form teams after registration closes and send assignments 3–5 days before the event so participants can arrive prepared.
When should you invite the judges for an innovation challenge?: Invite judges at least 6 weeks before the event and confirm them no later than 3 weeks beforehand. Send the judging criteria and jury briefing before the day, rather than explaining the scoring process for the first time on stage.
What equipment do you need for an innovation challenge?: Plan one suitable work surface and chair per participant, plus presentation equipment for the final session. Test the projector, screen, laptops, HDMI cables, adapters, microphones, speakers, power strips and extension cords at least 24 hours before opening.

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.