Startup pitch night checklist: plan every detail

A startup pitch night depends on more than strong presentations. You need to lock in the format, jury and speaker schedule early, then manage registrations, dietary requirements and final pitch materials. In the last week, small details such as the pitch order, name badges, jury forms and presentation checks can determine whether the evening runs smoothly. Use this checklist to work through the plan in the right order, from the first booking to the final equipment check.

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

Confirm date and location
Confirm pitch format
2 people
Set pitch criteria
2 people
Approach jury members
Invite speakers and pitchers
2 people
Create a registration form
Send invitations
2 people
Post on social media
Process registrations
Collect dietary requirements
Confirm pitch registrations
Send the jury briefing
Book catering
Reserve equipment
Create the program
2 people
Collect presentations
Check presentations
2 people
Draw lots for the pitch order
Update participant list
Send reminder
Prepare name badges
2 people
Print the jury forms
Print the run sheet
Do the shopping
2 people
Check catering
2 people
Pick up the equipment
2 people
Back up pitch files

Event

Open venue
2 people
Check rooms
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the stage area
2 people
Set up the projection screen
2 people
Connect the projector
2 people
Test microphones
2 people
Set up presentations
2 people
Set out coffee and tea
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the snack buffet
2 people
Set up the registration table
2 people
Lay out name badges
Set up judges' table
2 people
Receive pitchers
2 people
Welcome the judges
Register guests
3 people
Serve welcome drinks
2 people
Explain the program
Support the pitch round
2 people
Keep track of pitch time
Present presentations
Hand out judging forms
Refill drinks
2 people
Refill snacks
2 people
Restock break buffet
2 people
Host the networking drinks reception
3 people
Facilitate jury deliberation
Announce the winner
Present the prize
2 people
Guide networking talks
3 people
Announce the final round
See off guests
2 people

Aftercare

Switch off the equipment
2 people
Catering breakdown
3 people
Collect tableware
3 people
Collect waste
2 people
Clear tables and chairs
4 people
Clean the venue
3 people
Pack up equipment
2 people
Return borrowed items
2 people
Store leftover stock
Archive photos and files
Send thank-you message
Follow up with pitchers
Thank the judges

What to bring

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

Furniture

Beer tablesqty 8
Cocktail tablesqty 6
Chairsqty 90
Judges' table
Speaker podiumqty 2
Clothing rack
Waste binsqty 6
Stoolsqty 12

Tableware

Water glassesqty 100
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cake platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Clicker
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 3
Power banksqty 2

Lighting

LED spotlightsqty 6
Mood lightingqty 4

Decorations

Welcome sign
Program postersqty 4
Logo bannersqty 3
Table runnersqty 12
Flower arrangementsqty 6
Name badge holdersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Kitchen tongsqty 6
Ice packsqty 12
Bottle openersqty 4
Corkscrewsqty 3
Napkin holdersqty 8

Registration

Registration desk
Name badgesqty 100
Badge holdersqty 100
Ballpoint pensqty 30
Attendance listqty 3
Jury formsqty 20
Pitch order numbersqty 20
Program bookletsqty 100
Clipboardsqty 12

Catering

Groceries

Tips

Confirm the pitch format and judging criteria before inviting founders or jury members. Participants need to know the time limit, scoring points and presentation requirements when they register.
Set a firm deadline for pitch registrations and presentation files. Check every deck before the event, including fonts, embedded video, aspect ratio and compatibility with the event laptop.
Send the jury briefing several days before the event, not on the afternoon itself. Include the scoring process, pitch order, timing signals and printed jury forms so judges can prepare.
Draw the pitch order before the doors open and update the participant list immediately. Prepare name badges and keep the final run sheet available for the host, speakers, jury and technical operator.
Test the projector, screen, laptop, HDMI cables, adapters, clicker and microphones together in the room. Bring extension cords, power strips and gaffer tape, and allow at least 60 minutes for the full AV check.

Frequently asked questions

How far in advance should I invite speakers and jury members for a startup pitch night?: Start approaching jury members and speakers at least 6 to 8 weeks before the event. This gives you time to replace unavailable people and publish the final program before sending invitations.
When should startup pitchers submit their presentations?: Set the presentation deadline 3 to 5 days before pitch night. Use the remaining time to check every file on the event laptop and resolve missing fonts, videos or adapter issues.
How much time should I allow for setup before a startup pitch night?: Allow at least 2 hours for room setup, furniture, name badges, catering checks and AV testing. Reserve the final 60 minutes specifically for a complete projector and microphone rehearsal.
When should I send the final reminder to pitch night attendees?: Send the reminder 24 to 48 hours before the event. Include the arrival time, venue details, pitch schedule or expected duration, and any information attendees provided about dietary requirements.

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.