How to organize a case competition

A case competition runs smoothly when the judging structure is settled before you invite participants. Start with the case brief, competition format, jury criteria, venue, and registration form; then build the teams and presentation schedule from confirmed entries. In the final week, focus on details people often leave too late: dietary requirements, judge confirmations, printed case files, presentation equipment, and room layout. This approach keeps the competition fair, timed, and easy to run on the day.

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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
Draft case brief
2 people
2
Set competition format
2 people
3
Set up jury criteria
2 people
4
Invite the judges
5
Reserve venue
6
Create a registration form
7
Send invitations
2 people
8
Publish promotion
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Send jury confirmation
12
Assemble teams
2 people
13
Communicating team assignments
14
Create the presentation schedule
15
Order prizes
16
Test the equipment
2 people
17
Print case files
2 people
18
Print participant list
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Sort materials
2 people
23
Set out the room layout
2 people
24
Set up tables
4 people
25
Set up chairs
3 people
26
Set up the presentation area
3 people
27
Set up the reception desk
2 people
28
Lay out name badges
2 people
29
Build the catering buffet
3 people
30
Prepare the jury tables
2 people
31
Brief the organizing team
4 people

Event

32
Register participants
3 people
33
Serve welcome drinks
2 people
34
Host the opening
35
Explain the case
2 people
36
Hand out cases
3 people
37
Guide teams to the work tables
2 people
38
Monitor the schedule
39
Refill drinks
2 people
40
Serve snack breaks
2 people
41
Resolve technical issues
2 people
42
Give the jury briefing
43
Open the dinner buffet
2 people
44
Refill the dinner buffet
3 people
45
Collect tableware
2 people
46
Announce presentations
47
Facilitate presentations
3 people
48
Monitor presentation time
49
Facilitate jury questions
2 people
50
Collect jury scores
2 people
51
Facilitate jury deliberation
52
Announce the winners
53
Present prizes
2 people
54
Take group photo
2 people
55
See off guests and manage departure
2 people

Aftercare

56
Collect waste
3 people
57
Wash dishes
3 people
58
Clean up catering
3 people
59
Clear tables and chairs
4 people
60
Switch off the equipment
2 people
61
Clean the room
4 people
62
Check materials
2 people
63
Return borrowed items
2 people
64
Send a thank-you gift to participants
65
Send thank-you note to the jury

What to bring

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

Furniture

Work tablesqty 12
Chairsqty 75
Jury tablesqty 3
Buffet tablesqty 3
Waste binsqty 6

Tableware

Platesqty 80
Dessert platesqty 80
Glassesqty 100
Coffee cupsqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving utensilsqty 12

Equipment

Laptopsqty 12
Projector
Projection screen
Presentation laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Clickerqty 2
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 8
Timersqty 4
Calculatorsqty 12
Coolersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving traysqty 8
Serving spoonsqty 8
Thermos flasksqty 6

Decorations

Tableclothsqty 15
Name badgesqty 75
Table number cardsqty 15
Arrows and signageqty 20
Program boardsqty 4

Lighting

LED table lampsqty 8

Cleaning

Broom and dustpanqty 2
Mop and bucketqty 2
Cleaning spongesqty 6

Catering

Groceries

Sports equipment

Whiteboard sheetsqty 12
Whiteboard markersqty 36
Pensqty 80
Pencilsqty 40
Notepadsqty 75
Scratch paperqty 500
Presentation cardsqty 20
Jury formsqty 30
Score envelopesqty 12
Prizesqty 3
Medal ribbonsqty 12
Certificatesqty 75
Tapeqty 6
Scissorsqty 6
Staplersqty 3
Spare batteriesqty 24

Tips

Set the case brief, competition format, and jury criteria before publishing invitations. Participants should know the deliverable, presentation length, scoring categories, and judging process when they register.
Close registration early enough to assemble teams and communicate assignments before the event. Leave at least 3–5 working days to resolve incomplete registrations, dietary requirements, or uneven team sizes.
Confirm the judges twice: once when they accept and again during the final week. Send the judging criteria, arrival time, presentation schedule, and any preparation they need in one message.
Test the presentation setup at least 24 hours beforehand. Check the presentation laptop, projector, screen, HDMI cables and adapters, clicker, microphones, speakers, extension cords, and power strips together rather than separately.
Prepare the room and refreshments before participants arrive. Set out work tables, jury tables, chairs, printed case files, participant lists, timers, calculators, drinks, snacks, and clearly placed waste bins; chill drinks and check coffee equipment the day before.

Frequently asked questions

How long does it take to organize a case competition?: Allow at least 4–6 weeks for a small or medium-sized competition. That gives you time to write the case, confirm judges and venue, open registration, form teams, order prizes, and test the equipment.
When should registration close for a case competition?: Close registration at least 3–5 working days before the event. You need that gap to process entries, collect dietary requirements, assemble teams, and send team assignments and presentation times.
How many judges do you need for a case competition?: Plan for at least 2 judges per presentation panel so scores can be compared rather than relying on one opinion. Add another judge or panel when presentations run in parallel or the number of teams makes the schedule too long.
When should you test the equipment for a case competition?: Complete the full equipment test at least 24 hours before the competition, then do a quick check 30–60 minutes before doors open. Test the presentation laptop, projector, adapters, microphones, speakers, clicker, timers, and power connections in the actual room.

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.