Pitch Competition Checklist

A pitch competition depends on decisions that need to be made early: the format, judging criteria, pitch length and number of finalists. This checklist takes you from booking the room and recruiting judges to checking presentation files, briefing presenters and running the event. It also covers details that are easy to leave too late, such as dietary requirements, certificates, prizes, name badges and technical backups. Use the plan to assign responsibilities and keep the competition moving on time.

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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 format
2 people
Set up jury criteria
2 people
Approach jury members
Confirm room booking
Create registration form
Publish competition information
Send invitations
2 people
Process registrations
Collect dietary requirements
Receive pitch files
Check pitch files
2 people
Confirm participants
Close audience registration
Develop the run sheet
2 people
Create the program
Draw lots for the pitch order
2 people
Prepare jury briefing
Create presenter briefing
Design signage
Prepare name badges
2 people
Print Jury Forms
Prepare certificates
Buy prizes
Order catering
Do the shopping
2 people
Test equipment
2 people
Remind participants
Chill perishable groceries
Open venue
2 people
Check the Venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up judges' table
2 people
Set up registration desk
2 people
Set up presentations
2 people
Test microphones
2 people
Set up lighting
2 people
Hang up signage
2 people
Prepare registration materials
Chill drinks
2 people
Set out snacks
2 people

Event

Give the jury briefing
2 people
Receive participants
2 people
Register visitors
3 people
Give the opening speech
Facilitate pitch rounds
3 people
Keep track of pitch time
Present presentations
Collect jury forms
Serve break drinks
3 people
Refill snacks
2 people
Refill drinks
2 people
Moderate audience questions
2 people
Guide the final pitches
3 people
Facilitate jury deliberation
Announce the winners
Present prizes
2 people
Serve the networking drinks reception
3 people
See off the last visitors
2 people

Aftercare

Switch off equipment
2 people
Pack leftover catering
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Remove decorations
2 people
Lock up the venue
2 people
Return materials
2 people
Send thank-you message to participants
Send jury certificates afterward
Archive photo and video files
Publish prize winners

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Judges' table
Registration desk
High tablesqty 8
Tableclothsqty 12
Coat racksqty 2

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Audio mixer
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Stopwatchqty 2
USB sticksqty 4

Lighting

Standing lampsqty 4
Mood lightingqty 4
Battery lampsqty 6

Tableware

Water glassesqty 100
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 100
Dessert platesqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 20

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Coolersqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 12
Serving tongsqty 8
Bottle openersqty 3
Corkscrewsqty 3
Coffee machinesqty 2
Kettlesqty 2

Decorations

Name card holdersqty 90
Table numbersqty 12
Flower arrangementsqty 8
Pitch board
Wayfinding signsqty 12
Markersqty 12
Poster puttyqty 6
Tapeqty 6
Scissorsqty 4
Clipboardsqty 12

Catering

Prizesqty 3
Certificate foldersqty 12
Serving traysqty 6
Napkin holdersqty 12

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 4
Toilet brushesqty 3
Towel dispensersqty 3

Groceries

Coffee beans
Decaf coffee
Black tea
Herbal tea
Sugar
Sweeteners
Milk
Oat milk
Still water
Sparkling water
Cola
Cola Zero
Sinas
Ginger ale
Apple juice
Orange juice
Alcohol-free beer
White beer
Red wine
White wine
Rosé
Tonic
Lemons
Limes
Ice cubes
Mineral water for the jury
Paprika chips
Plain chips
Tortilla chips
Salted nuts
Olives
Grapes
Apples
Bananas
Cherry tomatoes
Cucumbers
Carrots
Bell peppers
Hummus
Cream cheese
Young cheese
Brie
Boiled ham
Smoked chicken
Vegetarian spreads
Baguettes
Mini sandwiches
Wraps
Puff pastry bites
Mini quiches
Falafel balls
Herb butter
Mayonnaise
Ketchup
Mustard
Salt
Pepper
Olive oil
Diet-friendly sandwiches
Gluten-free crackers
Vegan Snacks
Nut-free snacks
Cake slices
Cookies
Brownies
Napkins
Paper straws
Coffee filters
Trash bags
Paper towels
Toilet paper
Dish soap
All-purpose cleaner
Glass cleaner
Sponges
Microfiber cloths
Hand sanitizer
Liquid hand soap
Paper towels

Tips

Set the pitch format and judging criteria before opening registration. State the pitch length, question period, scoring categories and submission deadline so participants know exactly what to prepare.
Confirm the room layout and technical setup at least 7 days before the competition. Test the projector, screen, laptop, HDMI adapters, microphones, speakers and presentation clicker together rather than checking each item separately.
Collect pitch files before the event and check every file on the event laptop. Keep the final versions on two USB sticks and build a few minutes into the run sheet for a failed connection or missing font.
Brief judges and presenters separately 1–2 days beforehand. Judges need the scoring forms and decision process; presenters need the running order, arrival time, pitch limit and instructions for handing over between speakers.
Close audience registration early enough to plan seating and catering. Count chairs, name badges, water glasses, coffee cups and plates against the confirmed numbers, then add a small reserve before ordering.

Frequently asked questions

How long does it take to organise a pitch competition?: Allow at least 4–6 weeks for a small competition. You need time to confirm the room and judges, publish the information, process registrations, collect pitch files and order catering and prizes.
How long should each pitch be?: Choose a fixed pitch length and include it in the registration information; 3–5 minutes is a workable range for a compact competition. Add a separate question period only if the total programme can absorb it, and use a stopwatch during the event.
When should I collect presentation files from participants?: Set the submission deadline 3–5 days before the competition. Check every file on the presentation laptop, resolve format or font problems with the presenter, and keep a backup copy on USB sticks.
How many judges do I need for a pitch competition?: Use at least 3 judges so one score does not determine the result. Confirm them several weeks ahead, send the criteria and briefing before the event, and print one jury form per judge for every scored pitch.

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.