How to organize a drawing contest

Start by fixing the competition theme, format and rules before inviting anyone. Then reserve a suitable venue, open registration and assign judges early, so you know how many tables, drawing kits and forms to prepare. In the final week, confirm participants, check every supply and print the paperwork. On the day, separate registration from the drawing area and keep judging materials, prizes and certificates ready before the first entry arrives.

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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
Record competition theme
2 people
2
Draw up the competition rules
2 people
3
Reserve venue
4
Create registration form
5
Assign judges
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Order prizes
10
Confirm participants
11
Check supplies
2 people
12
Assign competition numbers
13
Do the shopping
2 people
14
Print competition forms
15
Prepare name badges
2 people
16
Print prize certificates
17
Put together drawing kits
3 people
18
Prepare decorations
2 people
19
Set out prizes

Event

20
Fill coolers
2 people
21
Set up tables
4 people
22
Set up chairs
3 people
23
Set out drawing materials
3 people
24
Set up registration desk
2 people
25
Hang decorations
2 people
26
Set up the jury room
2 people
27
Receive participants
3 people
28
Register participants
3 people
29
Explain the competition rules
30
Give the signal
31
Guide participants
3 people
32
Serve snacks
2 people
33
Refill drinks
2 people
34
Collect entries
2 people
35
Guide the jury evaluation
3 people
36
Collect audience votes
2 people
37
Announce the winners
2 people
38
Present prizes
2 people
39
Return entries
2 people

Aftercare

40
Clear tables
4 people
41
Wash dishes
2 people
42
Collect waste
3 people
43
Clean the venue
4 people
44
Sort materials
2 people
45
Remove decorations
2 people
46
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Registration desk
Jury tablesqty 2
Waste binsqty 6

Art supplies

Drawing paperqty 150
Sketchbooksqty 60
Graphite pencilsqty 120
Colored pencilsqty 120
Finelinersqty 80
Wascoqty 60
Markersqty 60
Erasersqty 70
Sharpenersqty 20
Rulersqty 20
Pencil cupsqty 20
Table coversqty 12

Equipment

Timerqty 2
Laptop
Printer
Camera
Extension cordsqty 4

Tableware

Reusable cupsqty 80
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 40
Serving plattersqty 8

Kitchen

Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Paper garlandsqty 8
Balloonsqty 100
Directional signsqty 12
Prize trophiesqty 3

Lighting

Table lampsqty 12

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Broom setsqty 2

Catering

Groceries

Tips

Write the rules before opening registration: state the theme, drawing time, allowed materials, age or entry limits, judging criteria and how winners will be selected. A one-page version prevents disputes later.
Set a registration deadline at least 7 days before the contest. Use the form to collect participant details and dietary requirements, then confirm the final attendee count before ordering prizes and planning tables.
Prepare one drawing kit per participant, plus at least 10% spare materials. Include paper or sketchbooks, pencils, erasers, sharpeners and the chosen coloring tools; check them before packing the kits.
Allow 30–45 minutes before the start for table setup, the registration desk, name badges, competition numbers and drawing materials. Put a timer where contestants and judges can see it.
Keep judging separate from registration and refreshments. Set out jury tables, printed competition forms, certificates and prizes before the drawing period ends, so the results do not delay the closing.

Frequently asked questions

How far in advance should I organize a drawing contest?: Begin 4–6 weeks ahead if you need to reserve a venue, invite participants and order prizes. Close registration about 7 days before the contest so you can confirm numbers and prepare supplies.
How many drawing supplies do I need per participant?: Prepare one complete drawing kit per participant and add a 10% spare allowance. For 30 participants, that means 33 kits, with extra paper, pencils, erasers and sharpeners available at the supply table.
How long should a drawing contest last?: Allow 60–120 minutes for the drawing itself, depending on the age and complexity of the theme. Add 30 minutes beforehand for registration and setup, plus 20–30 minutes for judging and prizes.
When should I assign the judges for a drawing contest?: Assign judges at least 2 weeks before the event and give them the rules and judging criteria in advance. Ask them to arrive 20–30 minutes early so they can review the forms and agree on the process.

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