Photo contest checklist: what to arrange and when

A photo contest needs more than collecting images and choosing a winner. You need clear rules, a workable registration process, reliable judging materials and enough time to print, label and display every entry. This checklist takes you from booking the venue and promoting the contest to testing the presentation equipment and opening the exhibition. Use it to spot details that are easy to leave until the final day, such as dietary requirements, certificates, extension cords and photo labels.

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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

Set competition rules
2 people
Assign judges
Reserve venue
Create registration form
Send invitations
2 people
Post promotion online
Process registrations
2 people
Collect dietary requirements
Confirm submissions
2 people
Check Photos
2 people
Have photos printed
Prepare jury forms
Arrange prizes and certificates
Prepare presentation
Do the shopping
2 people
Chill drinks
Sort entries
2 people
Open venue
2 people
Set up tables and chairs
3 people
Set up exhibition walls
3 people
Hang photos
3 people
Place photo labels
2 people
Set up the voting booth
Set up catering
2 people
Test the equipment
2 people
Set up the reception table

Event

Register participants
2 people
Welcome visitors
2 people
Explain the competition
Guide the jury evaluation
3 people
Collect audience votes
2 people
Serve snacks
2 people
Refill drinks
Count votes
2 people
Announce the winners
2 people
Present prizes
2 people
Take group photo
2 people
See off the last visitors
2 people

Aftercare

Take down photos and materials
4 people
Put furniture back
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Return materials
2 people
Inform participants of the results
Send prizes to absent winners

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Exhibition wallsqty 8
High tablesqty 4

Tableware

Reusable cupsqty 80
Coffee cupsqty 50
Platesqty 80
Forksqty 80
Knivesqty 80
Teaspoonsqty 50

Decorations

Tableclothsqty 8
Photo framesqty 50
Name badgesqty 60
Certificatesqty 10
Prizesqty 3
Red carpet

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
USB stickqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 6
Scissorsqty 4
Tapeqty 6
Pensqty 30
Markersqty 12
Clipboardsqty 10
Jury formsqty 15
Ballotsqty 100

Cleaning

Waste binsqty 6
Broom
Dustpan and brushqty 2
Mopqty 2

Catering

Groceries

Tips

Set the rules before opening registration. State the deadline, allowed formats, judging criteria and how many photos each person may submit, so entrants and judges are working from the same information.
Allow at least 1–2 weeks between the submission deadline and the exhibition. You need time to confirm entries, check the photos, have them printed, sort them and prepare labels, frames and jury forms.
Assign judges before invitations go out and send them the judging criteria with the jury forms. A panel of 3 judges gives you a practical way to resolve tied scores or unavailable judges.
Test the laptop, projector, screen, speakers and microphone at the venue at least 2 hours before opening. Bring the USB stick, extension cords and power strips; these are often the items missing when the presentation is ready.
Plan the room in two stages: finish the exhibition walls and hang the photos before guests arrive, then set up the voting booth, catering and drinks. Keep 30–45 minutes for final checks, including labels, certificates and prizes.

Frequently asked questions

How long should a photo contest be open for entries?: Allow 2–4 weeks for registrations and submissions, depending on your audience. Close entries at least 7–14 days before the event so you have time to check, print and sort the photos.
How many judges do I need for a photo contest?: Use 3 judges for a small or medium contest. Give each judge the same criteria and jury form, and appoint them before promotion starts so the judging process is clear from the beginning.
How early should I arrive to set up a photo contest exhibition?: Plan to open the venue at least 3 hours before guests arrive. Hanging photos, placing labels, arranging tables and testing presentation equipment can easily take 2 hours, with another 30–45 minutes for final checks.
How many drinks should I prepare for a photo contest?: Plan on 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Add coffee and tea supplies separately, and chill the drinks before guests arrive rather than during setup.

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