How to organize a pitch evening

A pitch evening runs smoothly when the program, speakers and judging process are fixed before you deal with catering or room setup. Start by defining the pitch categories and selection criteria, then collect registrations and confirm the final speakers. Give every presenter the same guidance on timing, slides and equipment. In the final week, check every presentation, prepare backups and walk through the room layout, food service and judging materials.

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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
Reserve venue
2
Finalize the program
2 people
3
Define pitch categories
2 people
4
Create a registration form
5
Draft invitations
2 people
6
Send invitations
7
Approach pitch candidates
2 people
8
Process registrations
9
Collect dietary requirements
10
Finalize pitch selection
3 people
11
Record the pitching order
2 people
12
Confirm speakers
13
Invite the judges
14
Set up jury criteria
2 people
15
Prepare score sheets
16
Send presentation guidelines
17
Collect presentations
18
Check presentations
2 people
19
Make backup copies of presentations
20
Book catering
21
Check the shopping list
2 people
22
Prepare name badges
2 people
23
Print program booklets
24
Make route signs
25
Do the shopping
2 people
26
Chill drinks
2 people
27
Prepare catering
3 people
28
Set up presentations
2 people
29
Open venue
2 people
30
Check rooms
2 people
31
Set up tables
4 people
32
Set up chairs
4 people
33
Set up the stage area
3 people
34
Connect presentation system
2 people
35
Test microphones
2 people
36
Test presentations
2 people
37
Set up lighting
2 people
38
Set up registration desk
2 people
39
Lay out name badges
2 people
40
Build the catering buffet
3 people
41
Prepare coffee and tea
2 people
42
Set out snacks
3 people
43
Set up judges' table
2 people
44
Volunteer briefing
4 people

Event

45
Welcome speakers
2 people
46
Register guests
3 people
47
Serve welcome drinks
3 people
48
Handle the opening
49
Facilitate pitch rounds
2 people
50
Keep track of pitch time
51
Manage microphones
52
Hand out judging forms
53
Moderate the Q&A
2 people
54
Refill drinks
2 people
55
Serve snacks
3 people
56
Serve dinner buffet
4 people
57
Collect tableware
2 people
58
Process the jury results
3 people
59
Announce the winner
60
Host the networking drinks reception
3 people
61
See off the last guests
2 people

Aftercare

62
Switch off equipment
2 people
63
Store leftovers safely
2 people
64
Dismantle tables and chairs
4 people
65
Collect waste
3 people
66
Wash dishes
3 people
67
Clean the room
3 people
68
Remove decorations
2 people
69
Return borrowed items
2 people
70
Archive presentations
71
Send thank-you message
72
Send prize to winner

What to bring

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

Furniture

Rectangular tablesqty 10
Chairsqty 70
High tablesqty 4
Speaker table
Judges' table
Clothes racksqty 2

Tableware

Dinner platesqty 80
Dessert platesqty 80
Water glassesqty 90
Wine glassesqty 80
Coffee cupsqty 70
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving boardsqty 8

Kitchen

Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 12
Soup ladlesqty 4
Aluminum serving traysqty 8

Equipment

Laptop
Projector
Projection screen
Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Presentation clicker
HDMI cablesqty 3
HDMI adaptersqty 3
Power stripsqty 6
Extension cordsqty 6
Cable traysqty 8
Digital timersqty 2

Lighting

LED work lightsqty 4
Mood lightsqty 8

Decorations

Tableclothsqty 12
Flower arrangementsqty 6
Welcome sign
Directional signsqty 6
Notice boardsqty 2
Bollardsqty 4
Ribbonsqty 2

Registration

Name badgesqty 80
Badge holdersqty 80
Registration clipboardsqty 4
Ballpoint pensqty 30
Program bookletsqty 80
Score sheetsqty 20
Ballot boxesqty 2
Ballot slipsqty 100
Pen holdersqty 4

Cleaning

Broomqty 2
Floor squeegee
Bucketsqty 2
Reusable cleaning clothsqty 12
Waste binsqty 6
Glovesqty 12

Catering

Groceries

Tips

Set the format before opening registration: define the pitch categories, speaking time and judging criteria, then use the same information in the registration form and invitations.
Close speaker selection early enough to confirm the running order and send presentation guidelines. Aim to have final presentations collected at least 3 days before the event.
Do not rely on presenters bringing compatible files. Check each presentation on the event laptop and projector, and keep a backup copy of every file in one clearly named folder.
Give the judges score sheets with identical criteria before the first pitch. Seat the jury at a dedicated table where they can see the speaker, screen and clock without blocking the audience.
Plan the room in two stages: set up the speaker table, jury table, screen, microphones and seating first, then arrange catering, water glasses, coffee cups and serving boards. Put route signs and name badges out before guests arrive.

Frequently asked questions

How far in advance should I plan a pitch evening?: Start planning at least 6 to 8 weeks ahead if you need to recruit speakers and reserve a venue. Fix the program and pitch categories before sending invitations, then leave the final week for confirmations and technical checks.
When should pitch presentations be submitted?: Ask presenters to submit their final presentations at least 3 days before the event. Check them on the event laptop and projector, and make backup copies before the room setup begins.
How long should each pitch be?: Choose one fixed speaking time for every presenter and include it in the invitation and presentation guidelines. A practical format is 5 to 10 minutes per pitch, followed by a short question period.
What should judges receive before a pitch evening?: Send the jury criteria and score sheets at least 3 days before the event. This gives judges time to understand the scoring and lets you correct unclear criteria before the first pitch.

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.