Science competition checklist: from format to final certificates

A science competition needs more than interesting assignments. Before invitations go out, fix the format, scoring criteria, rules and registration deadline. In the final two weeks, confirm rooms, jury members, catering, volunteer roles and every trial setup. On the day, clear timings, start numbers, safety instructions and working equipment keep teams moving. This checklist gives you a practical order for arranging the competition, including details that are often left until the last minute.

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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 competition format
2 people
Draw up the competition rules
2 people
Record the judging criteria
3 people
Approach jury members
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign teams
2 people
Assign start numbers
Develop the run sheet
2 people
Reserve rooms
Reserve jury room
Book catering
Check competition assignments
3 people
Test trial setups
3 people
Write safety instructions
2 people
Recruit volunteers
2 people
Assign volunteer tasks
2 people
Prepare jury briefing
Collect presentations
2 people
Make name badges
2 people
Make route signs
Order prizes
Print certificates
2 people
Remind participants
Do the shopping
2 people
Set out sample materials
3 people
Print registration lists
Fill competition folders
3 people
Stock the refrigerators
2 people
Set up tables
4 people
Set up chairs
4 people
Set up competition stations
4 people
Set up the jury tables
2 people
Set up registration desk
2 people
Test presentation equipment
2 people
Hang decorations
2 people
Distribute tasting materials
4 people
Set out snacks
3 people
Set out coffee and tea
2 people
Brief volunteers
2 people

Event

Receive the jury
2 people
Register participants
3 people
Hand out starter packs
2 people
Handle the opening
2 people
Give safety instructions
2 people
Run the competition round
6 people
Hand out judging forms
2 people
Monitor the time per round
2 people
Refill drinks
2 people
Refill snacks
2 people
Check work tables
3 people
Supervise the break program
2 people
Lead the presentation round
4 people
Collect jury questions
2 people
Collect scores
3 people
Facilitate jury deliberation
3 people
Open the buffet
3 people
Prepare awards ceremony
2 people
Present the awards ceremony
3 people
Hand out certificates
2 people
Take group photo
2 people
See participants off
3 people

Aftercare

Collect waste
4 people
Wash dishes
3 people
Clear away the sample materials
4 people
Switch off equipment
2 people
Clear tables and chairs
4 people
Clean the rooms
4 people
Check stock
2 people
Return borrowed items
2 people
Publish results
Thank participants
Order additional prizes and certificates

What to bring

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

Furniture

Tablesqty 24
Chairsqty 140
Jury tablesqty 4
Registration desk
Coat racksqty 4
Waste binsqty 10

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 160
Dessert platesqty 140
Knivesqty 160
Forksqty 160
Spoonsqty 100
Serving plattersqty 20
Serving tongsqty 10

Equipment

Laptopsqty 4
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Extension cordsqty 10
Power stripsqty 10
Timersqty 12
Stopwatchesqty 8
Digital scalesqty 8
Thermometersqty 8
Cordless kettlesqty 2

Kitchen

Coolersqty 4
Thermos flasksqty 8
Coffee machinesqty 2
Water jugsqty 8
Cutting boardsqty 6
Kitchen knivesqty 6
Measuring cupsqty 12
Mixing bowlsqty 12
Funnelsqty 12
Kitchen tongsqty 8
Water reservoirsqty 6

Sports equipment

Sampling cupsqty 100
Plastic graduated cylindersqty 24
Plastic pipettesqty 100
Safety gogglesqty 60
Lab coatsqty 30
Glovesqty 120
Plastic funnelsqty 24
Magnetsqty 40
Stopwatch setsqty 12

Decorations

Start number signsqty 24
Name badgesqty 160
Tableclothsqty 24
Balloonsqty 100
Balloon ribbonqty 2
Directional signsqty 20
Arrow stickersqty 40
Prize displaysqty 3

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Litter pickersqty 2

Catering

Coffee makerqty 2
Buffet warmersqty 4
Tiered traysqty 6
Bread basketsqty 6
Drink dispensersqty 4
Coffee spoonsqty 80
Serving jugsqty 8
Groceries

Tips

Set the competition format and judging criteria before creating the registration form. Participants need to know the number of rounds, team size, time limits and how points are awarded.
Close registrations at least 10 days before the competition. Use that time to process dietary requirements, assign teams and start numbers, and check that every assignment is workable.
Test each trial setup at least once before competition day, using the same laptops, timers, digital scales, thermometers and other equipment planned for the event. Record anything that needs replacing or recalibrating.
Prepare the run sheet with separate timings for registration, briefings, each challenge, judging and the award ceremony. Give volunteers written tasks and brief the jury before teams arrive.
Do a final room and equipment check the day before. Confirm the jury room, projection screen, microphone, extension cords, power strips, registration desk, route signs, certificates and prizes instead of relying on a same-morning check.

Frequently asked questions

How far in advance should I organise a science competition?: Start planning at least 8 to 12 weeks ahead. Set the format and rules first, then allow time for jury members, room reservations, invitations, registrations and equipment testing.
When should registration close for a science competition?: Close registration about 10 days before the event. This leaves enough time to process entries, collect dietary requirements, assign teams and start numbers, and prepare name badges.
How many judges and volunteers do I need for a science competition?: Plan at least one judge for each judging area and one volunteer for every active station or major transition. Confirm the exact number after the assignments and run sheet are complete, ideally 2 weeks before the event.
When should I test the science competition experiments?: Run every trial setup at least 7 days before the competition, then repeat a short equipment check the day before. Test timing, safety instructions, power connections and measuring equipment under realistic conditions.

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.