Writing competition checklist

A writing competition runs smoothly when the judging process is settled before invitations go out. Set the writing assignment, eligibility rules and judging criteria first, then secure the venue, judges and registration process. In the final week, confirm dietary requirements, participant numbers, prizes and jury arrangements. On the day, separate registration, writing and judging materials so check-in does not delay the start.

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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 rules
2 people
Determine Writing Assignment
2 people
Invite the judges
Reserve venue
Create a registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm jury arrangements
Order prizes
Send confirmations
Check participant list
Order catering
Purchase competition materials
Prepare name badges
2 people
Print rules and program
Print evaluation forms
Fill out certificates
2 people
Prepare jury briefing
Do the shopping
2 people
Checking prizes
Distribute materials per table
2 people

Event

Open venue
2 people
Set up tables
4 people
Set up chairs
3 people
Set up registration desk
2 people
Set up judges' table
2 people
Set out competition equipment
3 people
Prepare coffee and tea
2 people
Staff the reception desk
2 people
Register participants
3 people
Opening and introduction
2 people
Hand out the writing assignment
3 people
Run the writing contest
4 people
Give time warnings
Collect entries
3 people
Serve snacks
3 people
Refill drinks
2 people
Submit entries to the jury
2 people
Guide the jury evaluation
4 people
Lead public lectures
2 people
Prepare results announcement
2 people
Announce the winners
2 people
Award prizes and certificates
3 people
Take group photo
2 people
See participants off
2 people

Aftercare

Pack leftovers safely
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed items
2 people
Archive unpublished entries
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Judges' table
Coat racksqty 2

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Pitcherqty 4

Equipment

Coffee makerqty 2
Kettleqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Portable speaker

Office supplies

Notepadsqty 60
Ballpoint pensqty 100
Pencilsqty 60
Erasersqty 30
Pencil sharpenersqty 10
Clipboardsqty 10
Envelopesqty 70
Document foldersqty 10
Table numbersqty 8
Ballot slipsqty 60
Ballot box
Judges' notepadsqty 6
Markersqty 12
Tapeqty 4
Scissorsqty 4
Badge holdersqty 60

Decorations

Name badgesqty 60
Table runnersqty 8
Prize table sign

Lighting

Table lampsqty 8

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mop set

Catering

Groceries

Tips

Set a firm registration deadline at least 7 days before the competition. Use the final participant list to prepare name badges, certificates, table numbers and the correct number of writing packs.
Give judges a written briefing before participants arrive. Include the judging criteria, scoring procedure, timetable and how ballot slips will be collected in the ballot box.
Print the rules, programme and evaluation forms at least 2 days ahead, then place one complete set at the judges’ table and enough copies at each participant table.
Open the venue 60–90 minutes before the published start time. Set up tables and chairs first, then the registration desk, judges’ table, power strips and any coffee or catering equipment.
Check prizes, certificates and envelopes against the confirmed participant list before the event. Keep certificates in document folders and prizes together so the presentation does not become a last-minute search.

Frequently asked questions

How far in advance should I organise a writing competition?: Start planning 6–8 weeks before the competition. Invite judges and reserve the venue first, then open registration once the rules and writing assignment are final.
When should registration close for a writing competition?: Close registration about 7 days before the event. This gives you time to process entries, confirm dietary requirements, prepare name badges and order catering for the final headcount.
How early should judges arrive at a writing competition?: Ask judges to arrive 30–45 minutes before participants. Use this time for the jury briefing, questions about the criteria and a final check of evaluation forms and ballot slips.
What should I prepare for each writing competition table?: Prepare one set per participant with a notepad, ballpoint pen or pencil, eraser and any required competition materials. Add a clipboard where tables are not suitable for writing, and prepare 10% extra supplies for replacements.

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.