Photo contest checklist: what to arrange and when

A photo contest needs more than cameras and a theme. You need clear categories, workable judging criteria, a mapped route, participant information and a registration process that does not stall at the door. This checklist takes you from the first decisions to opening the venue, serving refreshments and collecting entries. Use the timings to avoid the tasks that are commonly left until the last minute, such as testing memory card readers, printing jury forms and marking photo spots.

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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
Define the theme and categories
2 people
Invite the judges
Confirm venue and times
Send invitations
2 people
Open registrations
Map out the route and photo spots
3 people
Prepare safety instructions
2 people
Process registrations
2 people
Collect dietary requirements
Assign teams and supervisors
2 people
Print jury criteria
Send participant information
Arrange prizes and certificates
2 people
Check photo materials
2 people
Do the shopping
2 people
Print photo assignments
2 people
Lay out participant lists
Prepare catering
3 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Mark photo spots
3 people
Connect the technical equipment
2 people
Set out food and drinks
3 people
Give the jury briefing
2 people
Receive participants
3 people
Register participants
2 people
Explain the competition
2 people
Guide the photo tour
6 people
Monitor the interim score and time
2 people
Refill drinks
2 people
Serve snacks
2 people
Collect photos
3 people
Store photos securely
2 people
Serve the hot meal
4 people
Present photos
3 people
Have the jury judge the photos
4 people
Announce the winners
2 people
Award prizes and certificates
3 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Wash dishes
3 people
Collect waste
2 people
Clear tables and chairs
4 people
Clean the venue
4 people
Pack photo materials
2 people
Return borrowed items
2 people
Archive photos and results
2 people
Publish winners' photos

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Party tentsqty 2
Coat racksqty 2

Tableware

Reusable cupsqty 70
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 40
Serving plattersqty 8
Pitcherqty 4

Equipment

Laptopsqty 3
Projector
Projection screen
Camerasqty 6
Memory card readersqty 3
USB sticksqty 6
Extension cordsqty 6
Power stripsqty 4
Mobile phone chargersqty 6

Lighting

Work lightsqty 4
String lightsqty 4

Competition equipment

Clipboardsqty 12
Pensqty 60
Markersqty 20
Name stickersqty 70
Jury formsqty 100
Photo assignmentsqty 60
Route mapsqty 20
Conesqty 20
Lamination sleevesqty 30

Decorations

Competition postersqty 10
Tableclothsqty 8
Prize displaysqty 3

Catering

Coolersqty 4
Thermos flasksqty 4
Coffee machinesqty 2
Water kettlesqty 2
Insulated cratesqty 4
Groceries

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 2
Cleaning glovesqty 6
Washing-up basinsqty 3

Prizes

Trophiesqty 3
Medal ribbonsqty 12
Certificatesqty 60

Tips

Set the theme, categories and competition rules before opening registration. Send the judging criteria with the participant information so entrants know what will be assessed before they take their first photo.
Map the route and photo spots at least 7 days before the contest. Walk the route once, mark unclear turns with cones, and include route maps and safety instructions in the participant briefing.
Invite judges and confirm their availability no later than 3 weeks before the event. Print one jury form per judging assignment, plus at least 10% extra copies for damaged or missing sheets.
Test every camera, laptop, projector, memory card reader and USB stick 2–3 days beforehand. Charge mobile phones, label extension cords and power strips, and bring work lights if judging or registration may continue after dark.
Finish the physical setup 60–90 minutes before opening. Place name stickers, clipboards, pens and participant lists at the registration desk, then set out cups, plates, cutlery and catering only after the main tables are in position.

Frequently asked questions

How far in advance should I plan a photo contest?: Start 6–8 weeks before the contest if you need judges, a venue, teams or a route. Open registration only after the rules, categories, times and safety information are confirmed.
When should I send photo contest invitations?: Send the first invitation 4–6 weeks before the event and close registrations about 7 days before it starts. That leaves time to process entries, collect dietary requirements and print participant lists.
How many judges do I need for a photo contest?: Plan for at least 2 judges for a small contest and 3 or more when entries are split across categories or teams. Confirm them 3 weeks ahead and prepare one printed jury form per assignment, with 10% extra.
What equipment should I test before a photo contest?: Test cameras, memory card readers, laptops, the projector, projection screen, USB sticks and all power connections 2–3 days before the event. Charge devices the day before and bring at least one spare reader or USB stick if entries are transferred on site.

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.