Spelling Bee planning checklist

A Spelling Bee needs more preparation than a word list and a microphone. Set the date and venue first, then lock down the rules, participant categories, judges, host and volunteer roles. Registration details, dietary requirements and competition materials need deadlines of their own. Before the event, test the sound, prepare separate packs for judges and participants, and print spare score sheets and word lists so the final round is not held up by missing paperwork.

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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
Draw up competition rules
2 people
Define participant categories
2 people
Approach jury members
Book host
Recruit volunteers
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Answer participants' questions
Compile competition words
3 people
Select reserve words
2 people
Prepare the final round
2 people
Write jury instructions
2 people
Develop the run sheet
2 people
Confirm reservations
Order catering
2 people
Order prizes and certificates
Make name badges
2 people
Print participant list
Print score sheets
2 people
Print competition words
2 people
Prepare jury packs
2 people
Prepare participant packs
2 people
Confirm catering delivery
Check the weather forecast
Collect materials
3 people

Event

Open venue
2 people
Set up tables
4 people
Set up chairs
3 people
Set up judges' table
2 people
Set up registration desk
2 people
Test sound equipment
2 people
Set up the presentation table
2 people
Hang decorations
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set out snacks
2 people
Receive the jury
2 people
Give the jury briefing
2 people
Brief volunteers
2 people
Register participants
4 people
Hand out name badges
2 people
Guide audience to their seats
2 people
Announce the opening
Read out the rules
Guide the First Round
4 people
Check scores
3 people
Serve break snacks
3 people
Refill drinks
2 people
Announce finalists
Guide the final round
4 people
Process interim results
3 people
Arrange evening break
3 people
Moderate the final round
4 people
Check final scores
3 people
Announce the winners
Present prizes
2 people
Present Certificates
2 people
Take group photo
2 people
Announce the closing
See the audience out
2 people

Aftercare

Pack leftover catering
2 people
Sort materials
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
3 people
Turn off the sound equipment
Return materials
2 people
Return borrowed items
2 people
Send results to participants
Archive certificates digitally
Share photos with the school

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Judges' table
Registration desk
Presentation table
Stoolsqty 6

Equipment

Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Laptop
Projector
Projection screen
Timerqty 2
Camera

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 60
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Serving traysqty 6
Serving plattersqty 10
Food containersqty 8
Corkscrewsqty 2

Office

Clipboardsqty 12
Ballpoint pensqty 40
Pencilsqty 40
Erasersqty 30
Markersqty 12
Whiteboard markersqty 8
Whiteboard
Notepadsqty 15
Envelopesqty 100
Name badgesqty 100
Score sheetsqty 150
Participant listsqty 10
Contest phrasesqty 150
Jury instructionsqty 10
Certificatesqty 80
Prizesqty 10
Tapeqty 6
Scissorsqty 6
Staplersqty 3
Paper clipsqty 200

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 12
Directional signsqty 8
Welcome sign
Name stickersqty 100

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the rules and participant categories before sending invitations. Include the age or ability groups, elimination rules, pronunciation procedure, scoring method and how ties are resolved.
Create the word list in stages: prepare the main competition words, select reserve words, and prepare the final round separately. Keep printed copies in the jury packs rather than relying on a laptop during the contest.
Give registrations a clear closing date, then allow at least one week to process entries, collect dietary requirements and answer participant questions. Print the final participant list only after late changes have been checked.
Assign volunteers to specific jobs instead of using a general helper pool. You need coverage for registration, timing, microphone handling, score collection and guiding participants between rounds.
Run a venue and equipment check at least one day before the Bee. Test both wireless microphones, speakers, the timer, projector and laptop, and pack extension cords and power strips with the technical equipment.

Frequently asked questions

How far in advance should I plan a Spelling Bee?: Start at least 6 to 8 weeks before the event. Use the first two weeks to confirm the date, location, rules, categories, host and jury, then open registrations with a clear closing date.
When should Spelling Bee invitations be sent?: Send invitations 4 to 6 weeks before the event, once the rules and participant categories are final. Close registrations about 1 to 2 weeks beforehand so you can print the participant list and prepare packs.
How many words do I need for a Spelling Bee?: Prepare enough words for every planned round, plus a reserve set for eliminations and unexpected ties. As a working minimum, prepare 20% more words than the expected number of turns, and write the final-round words separately.
What should I prepare for the jury before the event?: Prepare one jury pack for each judge at least 1 day before the event. Include the jury instructions, rules, competition words, reserve words, score sheets, timing procedure and a clear method for recording disputed spellings.

Start this plan in Lizzt

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