A practical reading contest checklist

A reading contest runs smoothly when decisions are made before participants arrive. Set the rules and categories first, then confirm the venue, judges, registrations, permissions, and dietary requirements. In the final days, prepare the reading order, jury forms, certificates, program, and name badges. On the day, allow time to arrange the judges’ table, registration desk, stage area, microphones, seating, drinks, and book table before the first reader checks in.

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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 the competition rules
2 people
Approach jury members
2 people
Reserve the venue and rooms
Define participant categories
2 people
Draft invitations
2 people
Send invitations
Process registrations
2 people
Collect permissions
2 people
Collect dietary requirements
Check participant list
2 people
Draw the reading order
2 people
Prepare jury forms
2 people
Fill out certificates
2 people
Print the program
Prepare name badges
2 people
Check participant registrations
2 people
Set up book table
2 people
Do the shopping
3 people
Chill drinks
2 people
Charge equipment
Check room layout
2 people
Set up tables
3 people
Set up chairs
3 people
Set up judges' table
2 people
Mark stage area
2 people
Hang up decorations
3 people
Set up the presentation table
2 people
Set up the registration table
2 people
Test sound system
2 people
Set up the microphone stand
Check the lighting and power
2 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Distribute the jury briefing

Event

Receive participants
3 people
Register attendance
2 people
Escort audience to the hall
2 people
Open the match
Announce participants
Monitor time per presentation
Collect judging forms
Refill drinks
2 people
Serve snacks
3 people
Announce break
Calculate jury results
3 people
Handle prize ceremony
2 people
Take group photo
2 people
Host the informal drinks reception
3 people
Collect lost and found items
See the audience out
2 people

Aftercare

Collect tableware
3 people
Clear away food and drinks
2 people
Sort waste
2 people
Clean the room
4 people
Clear tables and chairs
3 people
Switch off the equipment
2 people
Remove decorations
2 people
Wash dishes
3 people
Inventory materials
2 people
Return borrowed items
2 people
Email the results to participants
Share photos with permission
Send out certificates again

What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
Judges' table
Registration desk
Coat rackqty 2
Stoolsqty 4

Equipment

Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Charging stationsqty 2

Lighting

LED panelsqty 4
Mood lightingqty 3

Tableware

Coffee cupsqty 80
Water glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Teaspoonsqty 80
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 12
Serving trays with lidsqty 6
Pitcherqty 4
Teapotsqty 3
Potholdersqty 6

Decorations

Book letters
Paper garlandsqty 8
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 12
Directional signsqty 8
Book standsqty 6
Photo backdrop
Winner ribbonsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12
Waste binsqty 8
Hand soap dispensersqty 4

Catering

Groceries

Paper and registration

Programsqty 120
Jury formsqty 40
Participant listsqty 5
Name badgesqty 120
Pensqty 40
Clipboardsqty 8
Notepadsqty 12
Envelopesqty 40
Tapeqty 6
Scissorsqty 6
Staplersqty 3
Staplesqty 6
Paper cutter
Printer paperqty 2
A4 foldersqty 10
Number stickersqty 200
Certificatesqty 40
Bookendsqty 40
Directional signsqty 12
Pictogram cardsqty 10

Prizes

Book vouchersqty 6
Books for winnersqty 6
Trophiesqty 3
Medalsqty 24
Gift bagsqty 24
Ribbonsqty 24
Wrapping paperqty 2
Gift ribbonqty 2

Safety

Flashlightsqty 4
Batteriesqty 24
Cable matsqty 8
Non-slip matsqty 6
Emergency exit signsqty 6
First aid kit
Fire blanket

Cloakroom

Clothes hangersqty 100
Cloakroom numbersqty 120
Elastic bandsqty 2
Storage cratesqty 8

Tips

Set the rules and participant categories before sending invitations. Include the reading time, scoring method, age or level limits, and what happens if two readers receive the same score.
Approach jury members as soon as the date and venue are fixed. Give each judge the schedule, scoring criteria, and a prepared jury form at least one week before the contest.
Close registrations early enough to check names, permissions, and dietary requirements. Draw the reading order only after the participant list is final, then print a few spare copies of the program.
Test the sound setup in the actual room, not just at home. Charge the laptop and microphones, connect the mixer and speakers, and check every HDMI cable, extension cord, and power strip before doors open.
Plan the room in arrival order: registration desk and name badges first, seating and judges’ table next, then the marked stage area and book table. Chill drinks and set out coffee, water glasses, and serving items after the main setup is complete.

Frequently asked questions

How far in advance should I organise a reading contest?: Start at least 6–8 weeks ahead. That gives you time to reserve the venue, approach judges, define categories, send invitations, process registrations, and collect permissions before preparing the final program.
When should I draw the reading order?: Draw it after registrations close and the participant list has been checked, usually 3–5 days before the contest. Print the order for the registration desk, judges’ table, and participants.
How many judges do I need for a reading contest?: Plan for at least 3 judges if the contest has more than one category or more than 10 readers. Confirm one additional person to handle timing or registration so the judges can focus on scoring.
How long does it take to set up a reading contest?: Allow 2–3 hours for a full setup, including tables, chairs, the judges’ table, stage marking, registration, sound equipment, lighting, drinks, and the book table. Add 30 minutes for a final microphone and room check.

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.