How to organize a pitch competition

Start by deciding how the competition will run: set the pitch length, number of finalists, judging criteria, and scoring method before opening registration. Then secure the room and jury, publish clear participant information, and collect registrations and pitch files against firm deadlines. In the final week, check every presentation, draw the speaking order, brief presenters and judges, and build a timed run sheet. On the day, test the projector, microphones, laptop, cables, and stopwatch before participants arrive.

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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
Set competition format
2 people
2
Set up jury criteria
2 people
3
Approach jury members
4
Confirm room booking
5
Create registration form
6
Publish competition information
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Receive pitch files
11
Check pitch files
2 people
12
Confirm participants
13
Close audience registration
14
Develop the run sheet
2 people
15
Create the program
16
Draw lots for the pitch order
2 people
17
Prepare jury briefing
18
Create presenter briefing
19
Design signage
20
Prepare name badges
2 people
21
Print Jury Forms
22
Prepare certificates
23
Buy prizes
24
Order catering
25
Do the shopping
2 people
26
Test equipment
2 people
27
Remind participants
28
Chill perishable groceries
29
Open venue
2 people
30
Check the Venue
2 people
31
Set up tables
3 people
32
Set up chairs
3 people
33
Set up judges' table
2 people
34
Set up registration desk
2 people
35
Set up presentations
2 people
36
Test microphones
2 people
37
Set up lighting
2 people
38
Hang up signage
2 people
39
Prepare registration materials
40
Chill drinks
2 people
41
Set out snacks
2 people

Event

42
Give the jury briefing
2 people
43
Receive participants
2 people
44
Register visitors
3 people
45
Give the opening speech
46
Facilitate pitch rounds
3 people
47
Keep track of pitch time
48
Present presentations
49
Collect jury forms
50
Serve break drinks
3 people
51
Refill snacks
2 people
52
Refill drinks
2 people
53
Moderate audience questions
2 people
54
Guide the final pitches
3 people
55
Facilitate jury deliberation
56
Announce the winners
57
Present prizes
2 people
58
Serve the networking drinks reception
3 people
59
See off the last visitors
2 people

Aftercare

60
Switch off equipment
2 people
61
Pack leftover catering
2 people
62
Collect waste
3 people
63
Wash dishes
3 people
64
Clear tables and chairs
4 people
65
Clean the room
3 people
66
Remove decorations
2 people
67
Lock up the venue
2 people
68
Return materials
2 people
69
Send thank-you message to participants
70
Send jury certificates afterward
71
Archive photo and video files
72
Publish prize winners

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Judges' table
Registration desk
High tablesqty 8
Tableclothsqty 12
Coat racksqty 2

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Audio mixer
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Stopwatchqty 2
USB sticksqty 4

Lighting

Standing lampsqty 4
Mood lightingqty 4
Battery lampsqty 6

Tableware

Water glassesqty 100
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 100
Dessert platesqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 20

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Coolersqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 12
Serving tongsqty 8
Bottle openersqty 3
Corkscrewsqty 3
Coffee machinesqty 2
Kettlesqty 2

Decorations

Name card holdersqty 90
Table numbersqty 12
Flower arrangementsqty 8
Pitch board
Wayfinding signsqty 12
Markersqty 12
Poster puttyqty 6
Tapeqty 6
Scissorsqty 4
Clipboardsqty 12

Catering

Prizesqty 3
Certificate foldersqty 12
Serving traysqty 6
Napkin holdersqty 12

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 4
Toilet brushesqty 3
Towel dispensersqty 3

Groceries

Coffee beans
Decaf coffee
Black tea
Herbal tea
Sugar
Sweeteners
Milk
Oat milk
Still water
Sparkling water
Cola
Cola Zero
Sinas
Ginger ale
Apple juice
Orange juice
Alcohol-free beer
White beer
Red wine
White wine
Rosé
Tonic
Lemons
Limes
Ice cubes
Mineral water for the jury
Paprika chips
Plain chips
Tortilla chips
Salted nuts
Olives
Grapes
Apples
Bananas
Cherry tomatoes
Cucumbers
Carrots
Bell peppers
Hummus
Cream cheese
Young cheese
Brie
Boiled ham
Smoked chicken
Vegetarian spreads
Baguettes
Mini sandwiches
Wraps
Puff pastry bites
Mini quiches
Falafel balls
Herb butter
Mayonnaise
Ketchup
Mustard
Salt
Pepper
Olive oil
Diet-friendly sandwiches
Gluten-free crackers
Vegan Snacks
Nut-free snacks
Cake slices
Cookies
Brownies
Napkins
Paper straws
Coffee filters
Trash bags
Paper towels
Toilet paper
Dish soap
All-purpose cleaner
Glass cleaner
Sponges
Microfiber cloths
Hand sanitizer
Liquid hand soap
Paper towels

Tips

Set the format before inviting anyone. Define the pitch length, question time, number of finalists, judging categories, and tie-break method so participants and jury members receive the same information.
Give registrations and pitch files separate deadlines. Close audience registration before the event, and check every submitted file at least 48 hours in advance so technical problems do not appear during the competition.
Brief the jury and presenters with written instructions. Include the scoring criteria, pitch order, arrival time, microphone use, presentation format, and how much time remains when the stopwatch is running.
Build the run sheet minute by minute. Allow time for registration, jury introduction, every pitch, questions, scoring, breaks, prize announcements, and certificate presentation instead of scheduling only the pitches.
Test the room as a complete system at least 60 minutes before opening. Connect the laptop, projector, screen, HDMI adapters, speakers, wireless microphones, audio mixer, clicker, extension cords, and power strips, then keep presentation files on two USB sticks.

Frequently asked questions

How long does it take to organize a pitch competition?: Allow at least 6 weeks for a small competition and 8 to 12 weeks for a larger one. You need time to confirm the room and jury, publish registration information, process applications, collect pitch files, and arrange catering and prizes.
When should pitch files be submitted?: Set the submission deadline at least 48 hours before the competition. This gives you time to open every file, test its format on the event laptop, check embedded video or audio, and contact presenters about corrections.
How much time should each pitch competition slot take?: Plan the advertised pitch time plus 5 to 10 minutes for questions, scoring, and changeover. For example, a 5-minute pitch with 3 minutes of questions needs roughly 10 minutes in the run sheet, before adding breaks or introductions.
When should the jury briefing take place?: Send the written jury briefing 3 to 5 days before the event and hold a short in-person or online briefing on the day, at least 30 minutes before registration opens. Confirm the criteria, scoring forms, pitch order, timing rules, and how final scores are collected.

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.