Poetry competition checklist

A poetry competition needs more than a stage and a list of readers. You need clear rules, a reliable judging process, timed performances, working microphones and a registration system that gives you the information you need. This checklist takes you from booking the venue to checking the final score sheets. It also covers easy-to-miss details such as dietary requirements, participant numbers, jury briefings, certificates and testing the sound before guests arrive.

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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
Draw up competition rules
2 people
Approach jury members
Book host
Create a registration form
Send invitations
2 people
Post promotion online
Process registrations
Collect dietary requirements
Prepare jury briefing
Confirm participant list
Finalize the program
2 people
Arrange prizes and certificates
Print score sheets
Prepare name badges
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Check the venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up competition table
2 people
Connect sound equipment
2 people
Test microphones
2 people
Prepare score sheets
2 people
Hang up decorations
2 people
Set up catering
3 people

Event

Receive the jury
Register participants
3 people
Welcome visitors
3 people
Explain the program
Guide competition rounds
3 people
Monitor time per presentation
Collect score sheets
2 people
Serve break drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Check the jury result
3 people
Announce finalists
Lead the final
3 people
Honor the winners
2 people
Wave goodbye to visitors
2 people

Aftercare

Switch off equipment
2 people
Wash dishes
3 people
Collect waste
2 people
Put furniture back
4 people
Clean the venue
3 people
Remove decorations
2 people
Return borrowed items
2 people
Publish the results
Thank participants

What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Stoolsqty 6
Coat racksqty 2

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Timerqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 4

Tableware

Reusable glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Kitchen

Thermos flasksqty 6
Coolersqty 4
Ice containersqty 2

Decorations

Tableclothsqty 10
Stage backdrop
Welcome sign
Wayfinding signsqty 6

Competition equipment

Clipboardsqty 12
Score sheetsqty 120
Participant numbersqty 30
Name badgesqty 120
Certificatesqty 30

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Set the competition rules before opening registration. Include performance length, scoring criteria, tie-break arrangements and any restrictions, so the jury and participants work from the same information.
Confirm the participant list before finalising the programme. Print participant numbers, name badges and score sheets only after registrations have been processed and late changes have been checked.
Brief the jury before the event starts, not during the first performance. Give each judge the scoring method, timing rules and instructions for handling ties or questions from participants.
Allow a dedicated setup and sound-check period at the venue. Test both wireless microphones through the speakers and mixer, then check extension cords, power strips and the laptop before the audience enters.
Plan refreshments around the programme rather than leaving them until the last minute. Collect dietary requirements during registration, chill drinks in advance and set out reusable glasses, cups, plates and serving platters where they will not interrupt performances.

Frequently asked questions

How far in advance should I organise a poetry competition?: Start at least 6 to 8 weeks ahead if you need to secure a venue, jury members and a host. Open registration only after the rules and registration form are ready, leaving at least 1 week before the event to confirm the final programme.
How many judges do I need for a poetry competition?: Use at least 3 jury members so one individual score does not decide the result. Brief them before the event and print one score sheet per judge for every participant, plus a few spare copies.
How long should a poetry competition performance be?: Set a clear limit in the rules, such as 3 to 5 minutes per participant, and use a timer during the event. Add around 2 minutes between performances for scoring, applause and calling the next participant.
What equipment do I need for a poetry competition?: Plan for at least 1 microphone per active speaker, with speakers, a mixer and a laptop if audio playback is needed. Also prepare a timer, clipboards, printed score sheets, extension cords and power strips, then test everything before doors open.

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