How to organize a writing competition

Start by fixing the competition rules, writing assignment, judging criteria, schedule, and submission method. Then secure the venue and judges before opening registration, so participants know exactly what they are entering. After registrations close, confirm the participant list, dietary requirements, jury arrangements, materials, catering, prizes, and certificates. On the day, prepare separate areas for registration, contestants, and judges, and brief the jury before the writing starts.

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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 rules
2 people
2
Determine Writing Assignment
2 people
3
Invite the judges
4
Reserve venue
5
Create a registration form
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Confirm jury arrangements
10
Order prizes
11
Send confirmations
12
Check participant list
13
Order catering
14
Purchase competition materials
15
Prepare name badges
2 people
16
Print rules and program
17
Print evaluation forms
18
Fill out certificates
2 people
19
Prepare jury briefing
20
Do the shopping
2 people
21
Checking prizes
22
Distribute materials per table
2 people

Event

23
Open venue
2 people
24
Set up tables
4 people
25
Set up chairs
3 people
26
Set up registration desk
2 people
27
Set up judges' table
2 people
28
Set out competition equipment
3 people
29
Prepare coffee and tea
2 people
30
Staff the reception desk
2 people
31
Register participants
3 people
32
Opening and introduction
2 people
33
Hand out the writing assignment
3 people
34
Run the writing contest
4 people
35
Give time warnings
36
Collect entries
3 people
37
Serve snacks
3 people
38
Refill drinks
2 people
39
Submit entries to the jury
2 people
40
Guide the jury evaluation
4 people
41
Lead public lectures
2 people
42
Prepare results announcement
2 people
43
Announce the winners
2 people
44
Award prizes and certificates
3 people
45
Take group photo
2 people
46
See participants off
2 people

Aftercare

47
Pack leftovers safely
2 people
48
Collect waste
3 people
49
Wash dishes
3 people
50
Clear tables and chairs
4 people
51
Clean the venue
3 people
52
Inventory materials
2 people
53
Return borrowed items
2 people
54
Archive unpublished entries
55
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Judges' table
Coat racksqty 2

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Pitcherqty 4

Equipment

Coffee makerqty 2
Kettleqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Portable speaker

Office supplies

Notepadsqty 60
Ballpoint pensqty 100
Pencilsqty 60
Erasersqty 30
Pencil sharpenersqty 10
Clipboardsqty 10
Envelopesqty 70
Document foldersqty 10
Table numbersqty 8
Ballot slipsqty 60
Ballot box
Judges' notepadsqty 6
Markersqty 12
Tapeqty 4
Scissorsqty 4
Badge holdersqty 60

Decorations

Name badgesqty 60
Table runnersqty 8
Prize table sign

Lighting

Table lampsqty 8

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mop set

Catering

Groceries

Tips

Set the assignment and rules before sending invitations. Include the writing time, word or page limit, permitted materials, judging criteria, and submission deadline so participants do not need individual explanations.
Invite judges and confirm their arrangements before registration opens. Give them the evaluation forms, judging schedule, and a short briefing in advance; last-minute jury changes can delay the results.
Close registration early enough to prepare the room. Use the final participant list to make name badges, table allocations, materials, certificates, and catering quantities rather than estimating on the event day.
Pack one complete writing set per participant, including a notepad, ballpoint pen, pencil, eraser, sharpener, and clipboard if needed. Add spare pens and pencils at the registration desk, because missing stationery is difficult to solve once the competition begins.
Set up the venue in a clear order: registration desk first, then numbered tables and chairs, followed by the judges’ table and ballot box. Test the portable speaker, coffee maker, kettle, extension cords, and power strips before participants arrive.

Frequently asked questions

How far in advance should I organize a writing competition?: Allow at least 6 to 8 weeks for a small competition. Use the first 2 weeks to set the assignment, rules, judges, and venue, then leave 2 to 3 weeks for registration and final preparations.
When should registration close for a writing competition?: Close registration 7 to 10 days before the event. That gives you time to check the participant list, collect dietary requirements, prepare name badges and certificates, distribute materials, and confirm catering numbers.
How many judges do I need for a writing competition?: Plan for at least 2 judges for a small competition and 3 or more when there are many entries. Agree on the scoring criteria and tie-break procedure before judging starts, not after the results are disputed.
What should I prepare for participants on the day?: Prepare one writing set per participant plus at least 10% spare stationery. Have the printed rules and program, table numbers, name badges, submission envelopes, drinking glasses, and a clear registration point ready before doors open.

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.