Improv Competition Checklist: What to Arrange and When

An improv competition needs more than teams and a stage. You have to lock in the format, schedule matches, brief judges and players, prepare suggestions and rules, and test the microphones, mixer and buzzer before the audience arrives. Use this checklist to work backwards from competition day. It also covers registration details, dietary requirements, printed jury forms, prizes and the small front-of-house details that are easy to leave until the last hour.

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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

Reserve competition venue
Set competition format
2 people
Draw up the match schedule
2 people
Assemble teams
2 people
Invite participants
2 people
Send audience invitations
2 people
Process registrations
2 people
Check participant details
Collect dietary requirements
Assign judges
Book host
Log technical support
Assign volunteers
2 people
Develop judging criteria
2 people
Write out the game rules
2 people
Gather improvisation suggestions
3 people
Prepare the final assignment
2 people
Send participant letter
Publish audience information
Order prizes
Create a shopping list
2 people
Do the catering shopping
2 people
Collect materials
3 people
Print competition cards
Print the jury forms
Make name badges
2 people
Make route signs
Pick up venue keys
Check the venue
2 people
Set up the audience area
3 people
Mark off the play area
2 people
Set up tables
3 people
Set up chairs
4 people
Set up judges' table
2 people
Set up the reception desk
2 people
Set up the cloakroom
2 people
Hang up decorations
2 people
Connect sound
2 people
Test microphones
2 people
Test music playback
Set up lighting
2 people
Stock the refrigerators
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Prepare participant package
2 people

Event

Assign jury duties
3 people
Receive participants
2 people
Welcome the audience
3 people
Register entry
2 people
Register participants
2 people
Escort audience to the hall
2 people
Explain the game rules
Guide competition rounds
3 people
Provide suggestions
2 people
Monitor scene timing
Operate music and effects
Collect points
2 people
Process scores
2 people
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Clear tables
2 people
Inform the audience
Announce finalists
Lead the final
3 people
Determine winner
3 people
Present prizes
2 people
Give a thank-you speech
See the audience out
2 people

Aftercare

Collect lost and found items
2 people
Store leftover catering
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
3 people
Clean the restrooms
2 people
Clear away chairs
3 people
Clear tables
3 people
Remove decorations
2 people
Dismantle the sound system
2 people
Dismantle lighting
2 people
Sort materials
2 people
Lock up the venue
Return borrowed items
2 people

What to bring

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

Furniture

Chairsqty 100
Tablesqty 10
Judges' table
Reception desk
Coat rackqty 2
Stoolsqty 8

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Laptop
Audio cablesqty 6
Extension cordsqty 6
Power stripsqty 4
Stopwatchqty 2
Buzzer
Clipboard foldersqty 8
Pensqty 30
Whiteboardsqty 2
Whiteboard markersqty 8
Calculatorsqty 2
Power banksqty 3
Cash box
Payment terminal
Admission wristbandsqty 120

Lighting

LED spotlightsqty 4
Mood lightingqty 2

Sports equipment

Conesqty 8
Floor tapeqty 4
Improvisation cardsqty 150
Prop boxesqty 4
Improvisation propsqty 30

Decorations

Welcome sign
Route signsqty 6
Stage curtain
Flagsqty 4
Name badgesqty 30
Winner's cup
Medal ribbonsqty 12
Prize certificatesqty 6

Tableware

Reusable cupsqty 120
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Bottle openersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3
Storage binsqty 8

Catering

Groceries

Cleaning

Trash binsqty 6
Waste sorting binsqty 3
Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Cleaning clothsqty 12

Tips

Set the competition format before inviting participants. Once you know the number of teams, match length and judging method, you can draw up a realistic schedule and tell people exactly what to expect.
Give judges the criteria and jury forms at least 7 days before the event. A short briefing on scoring, tie-breaks and time limits prevents disagreements during the competition.
Run a full technical check 2–3 hours before doors open. Test every wireless microphone, microphone stand, speaker, mixer, audio cable, extension cord, power strip, spotlight and buzzer in the room where it will be used.
Close registrations early enough to check participant details and dietary requirements. Aim to send the participant letter at least 5 days ahead, including arrival time, rules, match schedule and any final assignment.
Keep competition materials separate from catering and reception supplies. Prepare the competition cards, jury forms, stopwatch, name badges and route signs in labelled folders or boxes so volunteers can find them within a minute.

Frequently asked questions

How far in advance should I organise an improv competition?: Start venue, format and judge planning 8–12 weeks before the competition. Invite teams and open registrations once the format and provisional schedule are fixed, usually 6–8 weeks ahead.
How long does an improv competition take?: Allow roughly 30–45 minutes per match, including introductions, suggestions, judging and scoring. Add 15–20 minutes for opening, breaks and the final assignment, then schedule 30 minutes for setup and a separate 30-minute technical check.
When should I send the participant letter?: Send it at least 5 days before the event, and send a reminder 24 hours before doors open. Include the arrival time, venue information, team details, rules, dietary arrangements and anything participants must bring or prepare.
How many judges do I need for an improv competition?: Use an odd number of judges, with 3 as a practical minimum for a small competition. Confirm the judging panel at least 2 weeks beforehand and give each judge the criteria and printed forms before competition day.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.