Pitch Competition Checklist

A pitch competition runs smoothly when decisions are made well before the first presenter arrives. Set the judging criteria before opening registration, give participants clear deadlines, and test every presentation with the actual laptop, projector and clicker. You will also need a firm running order, a short jury briefing and enough time between pitches for scoring. Use this checklist to coordinate registration, communications, catering, prizes and the technical setup in the right sequence.

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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

Confirm date and location
2 people
Invite the judges
Create the program
2 people
Set pitch criteria
3 people
Create a registration form
Publish competition rules
Send invitations
2 people
Post promotion online
Process registrations
2 people
Confirm participants
Collect dietary requirements
Prepare jury briefing
Send participant letter
Order catering
Arrange prizes and certificates
2 people
Collect presentations
Check presentations
2 people
Draw presentation order
2 people
Gather technical requirements
Print promotional materials
Prepare name badges
2 people
Print Jury Forms
Print the run sheet
Carry out a site visit
2 people
Confirm catering quantities
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the presentation area
3 people
Connect the projector and screen
2 people
Test microphones
2 people
Set up presentations
2 people
Set up judges' table
2 people
Set up the catering buffet
3 people
Lay out name badges
2 people
Receive the jury
Receive participants
3 people
Register visitors
3 people
Brief participants briefly
2 people
Handle the opening
Facilitate pitch rounds
3 people
Monitor the time per pitch
Collect jury forms
Serve break drinks
3 people
Refill drinks
2 people
Facilitate jury deliberation
2 people
Announce finalists
Guide the final pitches
3 people
Open the dinner buffet
2 people
Host the networking drinks reception
3 people
Handle prize ceremony
2 people
Photograph the winner
See off guests and manage departure
2 people

Aftercare

Turn off presentation equipment
2 people
Clean up catering
3 people
Collect waste
3 people
Wash dishes
3 people
Put furniture back
4 people
Clean the venue
3 people
Check materials
2 people
Return borrowed materials
2 people
Thank participants
Thank the judges
Share photos and results

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Judges' table
Registration desk
Stoolsqty 6
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptopqty 2
Presentation clickerqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB sticksqty 4
Wi-Fi router

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Platesqty 100
Dessert platesqty 90
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Thermos flasksqty 6
Bar stoolsqty 4

Decorations

Name badge holdersqty 100
Tableclothsqty 12
Directional signsqty 8
Program postersqty 10
Disposable certificate foldersqty 12
Trophiesqty 3
Runner

Lighting

LED lampsqty 8
Mood lightingqty 4

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the pitch criteria before publishing the registration form. State the scoring categories, pitch length, question time and any file or slide limits so entries can be assessed consistently.
Close registrations early enough to check every presentation. Allow at least 3–5 working days to confirm participants, review their files and resolve missing fonts, videos or incompatible formats.
Brief the judges before the competition starts, not during the first pitch. Give them the scoring forms, the run sheet and a clear explanation of how ties, questions and time overruns will be handled.
Carry out a site visit and test the complete AV chain at least one day ahead. Check the projector, screen, laptop, HDMI cables, microphones, speakers, mixer, power strips and extension cords together rather than separately.
Confirm catering quantities after registrations close, including dietary requirements. Put water at the judges’ table and provide a separate registration area so arrivals do not interrupt the opening presentation.

Frequently asked questions

How far in advance should I organise a pitch competition?: Start planning at least 8–12 weeks before the competition. Fix the date and location first, then invite judges, publish the rules and open registration with clear submission and confirmation deadlines.
When should pitch competition participants submit their presentations?: Set the presentation deadline 3–5 working days before the event. This gives you time to check every file, test videos and fonts, load a backup copy onto a USB stick and contact anyone with technical problems.
How many judges do I need for a pitch competition?: Use at least 3 judges for a small competition so one absent or conflicted judge does not determine the result. For a larger field, add judges only if you can keep scoring consistent and give everyone the same briefing.
How much time should I allow per pitch?: Allow the full pitch time plus 3–5 minutes for questions, scoring and changeover. For example, ten five-minute pitches need at least 80–100 minutes once transitions and a short buffer are included.

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.