How to organize a baking competition from start to finish

Start by deciding what competitors are baking, how entries will be judged and how many people the kitchen can handle. Set the categories and rules before opening registration, then confirm judges, venue, equipment and dietary information in that order. In the final week, give participants clear instructions, print judging criteria and prepare labelled ingredient packs. On the day, separate registration, baking, judging and serving areas so the competition keeps moving.

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
Define the competition concept
2 people
2
Draw up the competition rules
2 people
3
Define Categories
2 people
4
Approach jury members
5
Reserve venue
6
Reserve kitchen equipment
7
Send invitations
2 people
8
Open the registration form
9
Process registrations
10
Collect dietary requirements
11
Confirm participants
12
Send participant information
13
Print jury criteria
14
Make race numbers
15
Order prizes
16
Create menu and signs
17
Create allergen overview
2 people
18
Check the shopping list
2 people
19
Check cooking and baking equipment
2 people
20
Print participant list
21
Do the shopping
2 people
22
Buy fresh products
2 people
23
Chill drinks
24
Portion ingredients
3 people
25
Assemble participant packs
2 people
26
Prepare match forms
27
Open venue
2 people
28
Check ventilation and power
2 people
29
Set up tables and chairs
4 people
30
Set up workstations
4 people
31
Set up ovens and mixers
3 people
32
Set out ingredients
3 people
33
Lay out crockery and cutlery
2 people
34
Set up judges' table
2 people
35
Set up registration desk
2 people
36
Hang up decorations
2 people
37
Conduct a safety check
2 people

Event

38
Welcome the judges
39
Register participants
3 people
40
Assign participants to workstations
2 people
41
Explain the competition rules
42
Distribute ingredients
3 people
43
Announce baking time
44
Guide participants
3 people
45
Check oven temperatures
2 people
46
Keep workstations clean
2 people
47
Serve drinks
2 people
48
Refill drinks
49
Serve coffee and tea
2 people
50
Empty trash bins
51
Serve baked goods
3 people
52
Label products
2 people
53
Coordinate the jury tasting
2 people
54
Assist public tasting
4 people
55
Clear away dishes
2 people
56
Collect judging forms
57
Check scores
2 people
58
Announce the winners
59
Present prizes
2 people
60
Thank participants
61
Pack leftover products
2 people
62
See participants off
2 people

Aftercare

63
Remove decorations
2 people
64
Switch off equipment
2 people
65
Let ovens cool down
2 people
66
Clear tables and chairs
4 people
67
Wash dishes
3 people
68
Clean the kitchen
3 people
69
Collect waste
2 people
70
Leave venue clean
3 people
71
Return equipment
2 people
72
Clear away leftover groceries
73
Send results to participants
74
Store prizes and materials

What to bring

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

Furniture

Tablesqty 14
Chairsqty 70
High tablesqty 4
Tableclothsqty 14
Judges' table
Registration desk

Tableware

Dinner platesqty 80
Cake platesqty 100
Coffee cupsqty 80
Glassesqty 100
Coffee spoonsqty 80
Forksqty 100
Knivesqty 80
Serving spoonsqty 12

Kitchen

Mixing bowlsqty 24
Measuring cupsqty 12
Measuring spoonsqty 12
Baking pansqty 24
Baking traysqty 24
Parchment paperqty 8
Dough scrapersqty 24
Rolling pinsqty 12
Sievesqty 12
Whiskqty 12
Spatulasqty 24
Paintbrushesqty 12
Knivesqty 12
Cutting boardsqty 12
Oven mittsqty 12
Apronsqty 50
Hair netsqty 60
Storage binsqty 24
Measuring bowlsqty 24
Cooling racksqty 12
Cake slicersqty 6
Pizza cuttersqty 4
Piping bagsqty 50
Nozzlesqty 24
Decorative tweezersqty 12
Kitchen tongsqty 12
Digital scalesqty 12
Timer clocksqty 12
Pastry brushesqty 12

Equipment

Ovensqty 6
Hand mixersqty 12
Hot platesqty 4
Refrigeratorsqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 6
Digital thermometersqty 8
Kitchen timersqty 12
Fire blanketqty 2
Heat-resistant matsqty 8
Cable traysqty 12

Catering

Groceries
Serving plattersqty 20
Cake standsqty 12
Drink dispensersqty 4
Thermos flasksqty 6
Ice packsqty 20
Labelsqty 150
Coffee filtersqty 100
Tea bag holdersqty 4

Decorations

Competition flagsqty 2
Balloonsqty 80
Buntingqty 8
Table décorqty 10
Directional signsqty 8
Prize display

Cleaning

Waste binsqty 8
Glass recycling binsqty 2
Bucketsqty 6
Mopsqty 4
Broomqty 2
Dustpan and brushqty 2
Rubber glovesqty 12
Drying racksqty 3
Tea towelsqty 30
Dishclothsqty 20

Tips

Set the competition format before inviting anyone: define the categories, time limit, number of entries per participant and the judging criteria. Participants need these details before they register.
Check kitchen capacity against the number of competitors at least 3 weeks ahead. Count ovens, workstations, mixing bowls, measuring tools, baking pans and oven mitts rather than assuming the venue has enough.
Close registration early enough to process dietary requirements and confirm participants. Send the final instructions at least 7 days before the competition, including arrival time, what each person must bring and how entries will be labelled.
Prepare the allergen overview and menu signs before shopping. Portion ingredients and assemble participant packs the day before, while fresh products can be bought and drinks chilled closer to the event.
Print the participant list, race numbers and jury criteria before doors open. Keep a separate registration desk and judges’ table, and reserve enough cake plates, forks and serving spoons for every entry plus judging samples.

Frequently asked questions

How far in advance should I plan a baking competition?: Start planning 6 to 8 weeks ahead. Reserve the venue and kitchen equipment first, then allow at least 3 weeks for invitations, registration and judge confirmation.
How many judges do I need for a baking competition?: Use at least 2 judges for a small competition and 3 for larger groups. Confirm them before registration opens so the categories and judging criteria can be presented consistently.
When should I send baking competition instructions to participants?: Send the full participant information 7 days before the event. Include the schedule, categories, rules, dietary guidance, arrival time, race number process and any equipment or ingredients participants must provide.
How do I prepare equipment for a baking competition?: Check and count all shared equipment 2 to 3 days before the event, including ovens, mixing bowls, measuring cups, baking trays, sieves, whisks and rolling pins. Set out participant packs and label workstations before the first competitor arrives.

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.