Pitch Competition Checklist

A pitch competition runs smoothly when decisions are made before participants arrive. Confirm the venue and competition format first, then secure judges, publish the rules and open registration. In the final week, collect pitch files, check every presentation, draw the speaking order and prepare the run sheet and jury forms. Leave time for equipment testing, presentation backups, catering and a separate briefing for the judges.

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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 competition format
2 people
Approach jury members
Confirm judges
Create a registration form
Publish competition rules
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Request pitch files
Check pitch files
2 people
Create the participant list
Draw the starting order
2 people
Print the run sheet
Print Jury Forms
Prepare name badges
2 people
Order catering
Do the shopping
2 people
Test the equipment
2 people
Back up presentations
Prepare jury briefing

Event

Clear space
3 people
Set up tables
3 people
Set up chairs
3 people
Set up judges' table
2 people
Set up the presentation area
2 people
Hang up signage
2 people
Hang decorations
2 people
Set up catering
3 people
Chill drinks
2 people
Receive the jury
Register participants
2 people
Brief participants
Welcome guests
3 people
Handle the opening
Monitor pitch times
Present presentations
Manage microphone
Hand out judging forms
Serve snacks
3 people
Refill drinks
2 people
Restock break buffet
2 people
Moderate audience questions
Facilitate jury deliberation
Handle prize ceremony
2 people
Serve the networking drinks reception
3 people
Wave goodbye to visitors
2 people

Aftercare

Switch off equipment
2 people
Collect tableware
3 people
Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Remove decorations
2 people
Hand over the venue
2 people
Return borrowed items
2 people
Publish results
Thank participants
Deliver jury thank-you gifts

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Judges' table
Presentation table
Stoolsqty 6
Coat racksqty 2

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Stopwatchqty 2

Tableware

Coffee cupsqty 70
Water glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving traysqty 10
Serving tongsqty 6
Coffee potsqty 4
Water jugsqty 6

Decorations

Name badgesqty 80
Pensqty 30
Flipchart padsqty 2
Wayfinding signsqty 6
Tableclothsqty 8
Balloonsqty 40
Prize trophiesqty 3

Kitchen

Coolersqty 4
Ice cube traysqty 3
Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 3

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 3
Cleaning glovesqty 6

Lighting

LED string lightsqty 4
Standing lampsqty 2

Catering

Groceries

Tips

Set the format before inviting anyone: define the pitch length, question period, judging criteria and number of finalists so the rules and jury forms match the event.
Approach more judges than you need at first, then confirm the final panel in writing. Send the jury briefing and scoring criteria at least 3 days before the competition.
Set a firm deadline for pitch files, ideally 3 to 5 days before the event. Check every file on the event laptop, including fonts, videos, audio and aspect ratio, then keep a backup copy.
Do not leave the running order until the morning of the event. Draw it after registrations close, print the run sheet, and prepare name badges and pens for participants and judges.
Test the full presentation chain at least 2 hours before doors open: laptop, projector, screen, HDMI adapters, microphones, speakers, clicker, extension cords and power strips. Keep a stopwatch at the judges’ table.

Frequently asked questions

How far in advance should I plan a pitch competition?: Start venue and judge arrangements 6 to 8 weeks before the event. Publish the rules and registration form at least 3 weeks ahead, leaving the final 3 to 5 days for file checks and the running order.
When should pitch competition registrations close?: Close registration 7 to 10 days before the competition if you need a participant list, dietary requirements and a fixed schedule. This gives you time to process entries and contact anyone with missing information.
How long before a pitch competition should judges be confirmed?: Aim to confirm judges 3 to 4 weeks before the event. Send the briefing, judging criteria and practical timings at least 3 days before they arrive.
What equipment is needed for a pitch competition?: Allow at least 2 hours to test the laptop, projector, projection screen, HDMI cables and adapters, microphones, speakers, mixer, clicker and stopwatch. Prepare extension cords, power strips and a presentation backup before setup is complete.

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