Startup pitch checklist: what to arrange and when
A startup pitch event depends on tight timing, clear judging and reliable presentation technology. Confirm the pitch format first, then secure the venue, judges and registration process before sending invitations. In the final week, lock the pitching order, collect and test every presentation, and brief the jury. On the day, allow time to set up the registration desk, stage, tables, projector, microphones and score sheets before guests arrive.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Confirm pitch format
2 people
Reserve venue
Invite the judges
Set the judging criteria
2 people
Create a registration form
Send invitations
2 people
Process pitch registrations
2 people
Confirm registrations
2 people
Collect dietary requirements
Order catering
Set the pitching order
2 people
Develop the run sheet
2 people
Collect pitch presentations
2 people
Check presentations
2 people
Reserve technical supplies
Send the jury briefing
Print the program and badges
2 people
Print score sheets
Do the shopping
2 people
Check catering
2 people
Lay out the pitch materials
2 people
Event
Open venue
2 people
Set up tables and chairs
4 people
Clear the stage area
2 people
Install presentations
2 people
Test microphones and sound
2 people
Set up lighting and signage
2 people
Set out coffee and drinks
2 people
Brief the jury and speakers
2 people
Set up registration desk
2 people
Register visitors
3 people
Serve welcome drinks
2 people
Deliver the opening presentation
Facilitate pitch rounds
3 people
Keep track of time and presentations
2 people
Refill drinks
2 people
Serve snacks
3 people
Collect the jury result
2 people
Host the networking drinks reception
3 people
Announce the winners
2 people
See off guests and manage departure
2 people
Aftercare
Switch off equipment
2 people
Collect tableware
3 people
Collect waste
2 people
Clean the venue
4 people
Put furniture back
3 people
Pack up materials
2 people
Return equipment
2 people
Send thank-you messages
Archive pitch presentations
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 80
- Tablesqty 10
- Registration desk
- Judges' table
- Tableclothsqty 8
Equipment
- Projector
- Projection screen
- Laptop
- HDMI cablesqty 3
- HDMI adaptersqty 4
- Wireless microphonesqty 2
- Speakersqty 2
- Microphone standsqty 2
- Presentation clicker
- Power stripsqty 6
- Extension cordsqty 6
Tableware
- Glassesqty 100
- Coffee cupsqty 80
- Platesqty 100
- Forksqty 100
- Knivesqty 100
- Spoonsqty 100
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 3
- Serving traysqty 6
- Serving jugsqty 4
Decorations
- Welcome sign
- Name badge holdersqty 80
- Table numbersqty 10
- Ballot box
Lighting
- LED string lightsqty 4
Cleaning
- Waste binsqty 6
Catering
- Groceries
Tips
- Set the pitch format and judging criteria before opening registration. Include the pitch length, question time and scoring categories so every team receives the same instructions.
- Invite judges early and send the jury briefing at least 7 days before the event. Include the running order, judging criteria, score sheets and the deadline for declaring any conflicts of interest.
- Close presentation collection 3 to 5 days before the pitch event, then test every file on the event laptop. Check HDMI adapters, the clicker, projector, microphones, speakers and power strips rather than discovering a missing connection during the first pitch.
- Confirm registrations and dietary requirements 5 to 7 days beforehand. Use the final attendee count to order catering and prepare badges, the printed programme, table numbers, glasses, cups, plates and cutlery.
- Build in at least 90 minutes for venue setup. Open the room, arrange the judges’ and registration tables, clear the stage area, install the presentations and run a complete microphone and projection test before doors open.
Frequently asked questions
- How far in advance should I organise a startup pitch event?
- Start 6 to 8 weeks ahead if you need to book a venue, recruit judges and attract pitch registrations. Finalise the format and judging criteria first, then confirm catering and technical requirements during the final week.
- When should startup pitch registrations close?
- Close registrations about 10 to 14 days before the event if you need time to review applications and set the pitching order. Confirm accepted registrations immediately, and collect final presentation files 3 to 5 days before the event.
- How much setup time does a startup pitch event need?
- Allow at least 90 minutes for room setup and technical checks. Reserve an extra 30 minutes if the projector, microphones, speakers or laptop are unfamiliar to the organising team.
- What equipment is needed for a startup pitch event?
- Plan for a laptop, projector, projection screen, HDMI cables and adapters, a presentation clicker, microphones, speakers, microphone stands, power strips and extension cords. Test the full setup with the actual presentation files before guests arrive.
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.
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