Innovation challenge checklist

An innovation challenge needs more than a good problem statement. You have to secure the venue, confirm judges and workshop leaders, build balanced teams, and give participants clear information before they arrive. This checklist covers the full sequence, from setting the date and opening registration to testing equipment, preparing materials and setting up the room. Use it to keep decisions, deadlines and event-day responsibilities in one place.

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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 venue
Set the date and program
2 people
Invite the judges
Confirm workshop leaders
Send invitations
2 people
Open the registration form
Publish participant information
Process registrations
2 people
Collect dietary requirements
Assemble teams
2 people
Send out team assignments
Write the challenge briefing
2 people
Set the judging criteria
2 people
Prepare jury briefing
Create presentation template
Print worksheets
Make name badges
2 people
Buy prizes
Confirm catering
Test the equipment
2 people
Print the run sheet
Do the shopping
3 people
Sort materials
3 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up workstations
4 people
Set up the presentation area
3 people
Hang decorations
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set out snacks
3 people
Brief the registration team
2 people
Receive the jury
Register participants
3 people
Hand out name badges
2 people
Welcome and explain the program
Give the challenge briefing
2 people
Guide teams to workstations
3 people
Facilitate the ideation workshop
2 people
Refill drinks
2 people
Assist teams during brainstorming
4 people
Serve snacks
2 people
Answer team questions
2 people
Prepare prototypes
4 people
Set up the dinner buffet
4 people
Serve dinner
4 people
Refill the buffet and drinks
2 people
Collect tableware
2 people
Set up presentations
2 people
Support the pitch round
2 people
Operate presentation equipment
Collect jury scores
2 people
Announce the winners
Present prizes
2 people
Host the networking drinks reception
3 people
Refill the last drinks
2 people
See participants off
2 people

Aftercare

Collect leftover materials
3 people
Sort waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Switch off the equipment
2 people
Clean the venue
4 people
Check toilets
Collect lost and found items
Empty the coolers
2 people
Return materials
2 people
Return borrowed equipment
2 people
Send a thank-you gift to participants
Share winners' photos
Archive presentations

What to bring

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

Furniture

Work tablesqty 10
Chairsqty 70
Judges' table
Buffet tablesqty 3
Registration desk
Coat racksqty 2

Equipment

Projector
Projection screen
Laptopsqty 10
HDMI cablesqty 6
HDMI adaptersqty 6
Power stripsqty 10
Extension cordsqty 8
Mobile chargersqty 10
Wireless microphonesqty 2
Speakersqty 2
Timerqty 2
Label printer

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 70
Cutlery setsqty 70
Serving spoonsqty 8
Serving traysqty 6

Decorations

Name badgesqty 70
Tableclothsqty 10
Directional signsqty 8
Challenge postersqty 10
Team color cardsqty 10
Prizesqty 3
Flower arrangementsqty 4

Lighting

Atmosphere lightsqty 8
Light Stripsqty 3

Sports equipment

Construction cardboardqty 10
Sticky notesqty 40
Markersqty 100
Pensqty 100
Pencilsqty 60
Scissorsqty 20
Glue sticksqty 30
Rolls of tapeqty 20
Measuring tapesqty 10
Prototype kitsqty 10
Worksheetsqty 100
Jury formsqty 30
Run sheetsqty 10

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date and program before inviting judges, workshop leaders or participants. Aim to confirm the core program at least 6–8 weeks ahead so others can commit their time.
Close registration early enough to process applications, collect dietary requirements and assemble teams. A 7–10 day gap before the event gives you time to send team assignments and resolve missing information.
Write the challenge briefing and judging criteria before creating the presentation template. Participants should know what they are solving, how their work will be assessed and what they must present.
Test the projector, screen, laptops, HDMI cables, adapters, microphones and speakers together at the venue, not separately. Do this at least 2–3 days before the event and keep extension cords, power strips and chargers accessible.
Plan the room around the first 30 minutes: place the registration desk and name-badge supplies at the entrance, set out work tables and chairs, and check coffee, water, catering and buffet service before doors open. Print the run sheet so the team can work without relying on a laptop.

Frequently asked questions

How far in advance should I plan an innovation challenge?: Start 8–12 weeks before the event. Confirm the venue, date, program, judges and workshop leaders first; then allow time for invitations, registration, team formation, materials and equipment testing.
When should registration close for an innovation challenge?: Close registration 7–10 days before the event if you need to process applications and build teams. Use the remaining time to collect dietary requirements, send team assignments and publish final participant information.
What equipment do I need for an innovation challenge presentation?: Plan for a projector, projection screen, laptops, HDMI cables, HDMI adapters, power strips, extension cords, microphones, speakers and a timer. Test the complete setup 2–3 days beforehand and bring spare adapters and chargers where possible.
How do I prepare teams for an innovation challenge?: First define the challenge briefing and judging criteria, then review registrations and assemble teams. Send team assignments at least 3–5 days before the event, together with the schedule, presentation requirements and practical participant information.

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