How to organize a business plan competition
A business plan competition needs a clear process long before participants enter the room. Start by fixing the competition format, judging criteria and presentation rules, then build registration and communication around those decisions. The venue, jury, technology and catering must support a tightly timed program. This plan covers the practical sequence, including the details organizers often leave until the last week: dietary requirements, presentation testing, certificates, name badges and printed materials.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set competition format
2 people
- 2
Approach jury members
- 3
Confirm the venue and room layout
- 4
Draft participant terms and conditions
2 people
- 5
Create a registration form
- 6
Send invitations
2 people
- 7
Publish promotional materials
- 8
Process registrations
2 people
- 9
Confirm registrations
- 10
Collect dietary requirements
- 11
Set up jury criteria
3 people
- 12
Create evaluation forms
- 13
Send the presentation format
- 14
Update participant list
- 15
Collect presentations
2 people
- 16
Technically test presentations
2 people
- 17
Book catering
- 18
Order prizes and certificates
- 19
Send the jury briefing
- 20
Finalize the program
2 people
- 21
Prepare name badges
2 people
- 22
Print the registration list
- 23
Print audience materials
- 24
Do the shopping
2 people
- 25
Check prizes and certificates
2 people
- 26
Charge equipment
- 27
Set up presentations
2 people
- 28
Hand out the run sheet
2 people
- 29
Open hall
2 people
- 30
Set up tables and chairs
4 people
- 31
Set up registration desk
2 people
- 32
Set up judges' table
2 people
- 33
Set up the presentation equipment
2 people
- 34
Test microphones
2 people
- 35
Run through presentations
2 people
- 36
Set up catering
3 people
- 37
Chill drinks
2 people
- 38
Hang decorations
2 people
- 39
Brief reception team
4 people
- 40
Brief the jury and presenter
5 people
Event
- 41
Welcome participants
3 people
- 42
Register attendance
2 people
- 43
Hand out name badges
2 people
- 44
Serve coffee and tea
3 people
- 45
Assist with opening program
2 people
- 46
Explain the competition rules
- 47
Lead the first presentation round
3 people
- 48
Monitor time per presentation
- 49
Facilitate jury questions
2 people
- 50
Refill drinks
2 people
- 51
Serve break snacks
3 people
- 52
Lead the networking break
2 people
- 53
Lead the second presentation round
3 people
- 54
Provide technical support for presentations
2 people
- 55
Collect jury scores
2 people
- 56
Set up buffet
4 people
- 57
Serve dinner buffet
4 people
- 58
Refill drinks
2 people
- 59
Facilitate jury deliberation
3 people
- 60
Announce finalists
- 61
Lead the final presentations
3 people
- 62
Collect audience votes
2 people
- 63
Determine the winners
4 people
- 64
Present prizes
3 people
- 65
Photograph the winners
2 people
- 66
Serve the networking drinks reception
3 people
- 67
See guests off
2 people
Aftercare
- 68
Collect waste
3 people
- 69
Wash dishes
3 people
- 70
Clean up catering
3 people
- 71
Switch off equipment
2 people
- 72
Remove decorations
2 people
- 73
Put tables and chairs back
4 people
- 74
Clean the room
3 people
- 75
Collect lost and found items
2 people
- 76
Count materials
2 people
- 77
Return borrowed materials
2 people
- 78
Send thank-you email to participants
- 79
Send jury thank-you email
- 80
Publish results online
- 81
Share photos
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 10
- Chairsqty 70
- Judges' table
- Registration desk
- Buffet tableqty 3
- Stoolsqty 6
Equipment
- Laptopqty 2
- Projector
- Projection screen
- Wireless microphonesqty 2
- Microphone standsqty 2
- Presentation clickerqty 2
- Speakersqty 2
- Mixer
- HDMI cablesqty 3
- HDMI adaptersqty 3
- Extension cordsqty 6
- Power stripsqty 6
- Charging cablesqty 6
Tableware
- Glassesqty 80
- Coffee cupsqty 70
- Platesqty 80
- Dessert platesqty 80
- Cutlery setsqty 80
- Serving spoonsqty 8
- Coffee potsqty 4
- Teapotsqty 3
- Serving traysqty 8
Kitchen
- Coolersqty 4
- Thermos flasksqty 4
- Cutting boardsqty 3
- Chef's knivesqty 3
- Small bowlsqty 12
- Serving tongsqty 6
- Food warmersqty 4
- Bottle openersqty 3
Decorations
- Tableclothsqty 10
- Name card holdersqty 70
- Directional signsqty 8
- Balloonsqty 40
- Balloon weightsqty 4
- Buntingqty 3
- Notice boardsqty 4
- Clipboardsqty 8
Lighting
- LED lampsqty 6
- String lightsqty 3
Catering
- Prizesqty 3
- Certificate foldersqty 12
- Ballot boxesqty 2
- Ballot boxesqty 70
- Presentation foldersqty 12
- Pensqty 80
- Notepadsqty 75
- Wristbandsqty 70
- Groceries
Cleaning
- Waste binsqty 6
- Dustpan and brushqty 2
- Mopsqty 3
- Bucketsqty 3
- Cleaning glovesqty 6
Tips
- Set the format and scoring criteria before inviting participants. Decide how long each presentation and question period lasts, then give the jury evaluation forms that use the same criteria.
- Approach jury members early and send a briefing before the event. Include the program, judging criteria, presentation format and any deadlines so the jury is not learning the rules at the registration desk.
- Close registration with enough time to check every entry. Confirm registrations, collect dietary requirements and update the participant list before printing badges, registration materials and audience handouts.
- Test every presentation on the actual laptop, projector and screen at least once before the competition starts. Check HDMI cables, adapters, microphones, speakers, power strips and extension cords rather than assuming the venue setup will work.
- Order prizes and certificates before finalizing the program, then check the quantities when they arrive. Catering also needs a confirmed headcount, with coffee, tea, glasses, plates and serving equipment ready before participants and judges arrive.
Frequently asked questions
- How far in advance should I organize a business plan competition?
- Start the core planning at least 8 to 12 weeks before the competition. Use the first weeks to set the format, secure the venue and jury, and prepare the rules and registration form; leave the final 7 days for confirmations, technical checks and printing.
- When should participants submit their presentations?
- Set the presentation deadline 5 to 7 days before the event. That gives you time to check file formats, collect missing submissions and test every presentation on the event laptop and projector.
- How long should a business plan competition presentation be?
- Choose a fixed presentation length, such as 10 minutes followed by 5 minutes of jury questions, and publish it with the registration information. Add at least 5 minutes between competitors for transitions, technical issues and scoring.
- When should I send the jury briefing?
- Send the jury briefing 5 to 7 days before the competition and ask members to confirm they have received it. Include the schedule, scoring criteria, evaluation forms, presentation format and the timing of questions.
Plans a lot like this one
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 LizztOrganize for free and invite your contacts!