School programming competition checklist

Organising a school programming competition involves more than preparing coding problems. You need a tested platform, reliable laptops, clear team assignments, prepared judges and a workable schedule for registration, breaks and scoring. Start with the rules and assignment theme, then test every technical step before invitations go out. This checklist covers the planning sequence, equipment and small details that are often forgotten until competition day.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set competition rules
2 people
Define the assignment theme
3 people
Prepare the program tasks
3 people
Create test data
3 people
Test jury solutions
3 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign teams
2 people
Send confirmations
Reserve venue
Test internet connection
2 people
Set up the competition platform
2 people
Create participant accounts
2 people
Configure scoreboard
2 people
Reserve laptops
Order catering
Create jury schedule
Brief volunteers
2 people
Prepare match folders
2 people
Make name badges
Prepare awards ceremony
2 people
Do the shopping
2 people
Gather equipment
2 people
Set up tables
3 people
Set up chairs
2 people
Connect laptops
3 people
Test the network
2 people
Connect the projector
Set up the reception table
2 people
Prepare registration lists
Chill drinks
2 people
Set out coffee and tea
2 people
Set out snacks
2 people

Event

Register participants
3 people
Hand out name badges
2 people
Direct teams to workstations
2 people
Give Welcome Presentation
Explain the competition rules
Hand out assignments
2 people
Supervise the competition
5 people
Answer the jury's questions
3 people
Check the submissions
3 people
Update the scoreboard
2 people
Refill drinks
2 people
Serve snacks
2 people
Restock break snacks
2 people
Serve the pizza meal
4 people
Refill coffee and tea
Resolve technical issues
2 people
Collect final submissions
2 people
Check the final results
3 people
Announce the winners
Present prizes
2 people
Take group photo
See participants off
2 people

Aftercare

Shut down laptops
3 people
Pack equipment
3 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Store equipment safely
2 people
Return borrowed items
2 people
Clear out unused stock
Send results and certificates
Archive competition materials
2 people

What to bring

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

Furniture

Tablesqty 18
Chairsqty 65
Registration desk
Judges' tableqty 2
Waste binsqty 6

Equipment

Laptopsqty 35
Laptop chargersqty 35
Spare laptopsqty 4
Projector
Projection screen
Presentation laptop
Wi-Fi access pointsqty 3
Network Switchesqty 3
Ethernet cablesqty 45
Spare keyboardsqty 4
Spare miceqty 4
USB sticksqty 6
Power banksqty 4
Extension cordsqty 12
Power stripsqty 18
Cable traysqty 12
Spare fusesqty 4
Timer clocksqty 4

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 8
Coffee potsqty 3
Teapotsqty 2

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 8
Serving traysqty 4
Measuring cupsqty 2

Decorations

Name badge holdersqty 70
Competition postersqty 8
Directional signsqty 12
Tableclothsqty 8
Prizesqty 6
Medalsqty 12
Certificate foldersqty 40

Cleaning

Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Lighting

Desk lampsqty 8

Groceries

Groceries

Tips

Freeze the rules and assignment theme before opening registration. Finish the program tasks, test data and jury solutions at least 7 days before the event so unclear problems can still be corrected.
Test the full competition setup with the exact laptops, accounts, internet connection and scoreboard at least 3 days beforehand. Keep spare laptops, chargers, keyboards, mice and USB sticks ready rather than troubleshooting during the contest.
Close registration with enough time to assign teams and collect dietary requirements. Send confirmations, team details and practical arrival information at least 5 days before the competition.
Plan the room around power and network access, not just seating. Set up extension cords, power strips, switches, Ethernet cables and cable trays before participants arrive, and leave at least 2 spare outlets near the working area.
Give judges and volunteers a timed briefing before the doors open. Prepare match folders, name badges, the jury schedule and awards ceremony materials, and allow 30 minutes for registration setup and equipment checks.

Frequently asked questions

How far in advance should I organise a school programming competition?: Begin planning at least 6 weeks before the competition. Set the rules, assignment theme and venue first, then allow 2 to 3 weeks for registration, team assignments and technical preparation.
When should I test the programming competition platform?: Run a complete test at least 3 days before the event, using participant accounts, test data, the scoreboard and the intended laptops. Repeat a short connection and login check on the morning itself.
How many spare laptops do I need for a school programming competition?: Prepare at least 1 spare laptop for every 10 competition laptops, with chargers connected and accounts ready. Also keep spare keyboards, mice and USB sticks available for quick replacements.
When should I order catering for the competition?: Confirm catering at least 7 days before the event, after processing registrations and dietary requirements. Plan serving times around the competition schedule and check quantities again 2 days beforehand.

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.