Copy it, fill in the brackets, send it.
Everything a first pageant needs in writing, ready to adapt. Replace anything in [brackets] with your own details. The numbers match the Worked example; change them to fit your pageant.
Publish these with your registration page, before anyone registers.
[PAGEANT NAME] — Official Rules Date and place: [DATE], [VENUE, ADDRESS]. Check-in opens at [TIME]. Director: [YOUR NAME], [EMAIL]. Questions are answered within one day. 1. Eligibility. Open to contestants [AREA RULE, e.g. "living or attending school in ___ County"]. Ages are counted on pageant day. 2. Divisions. Tiny (0–4), Little (5–8), Junior (9–12), Teen (13–17), Miss (18 and up). If a division has fewer than three contestants when registration closes, it joins the nearest age division, unless the combined division would span more than four years. Then it runs as it is: with two contestants, we crown a winner and first runner-up; with one, we crown them. 3. Entry. The entry fee is $[50] and includes [WHAT IT INCLUDES, e.g. "a sash, a keepsake medal, and your scores"]. Registration closes [DATE]. 4. Optional extras. Photogenic $[10], Outfit of Choice $[15], Supreme $[25]. Extras are separate awards with their own winners and never change a division score. Supreme is an optional overall competition: every entrant pays the same fee and is judged on the same scores. 5. Scoring. Three judges score each contestant in each area on a 10-point scale. Interview [35]%, Formal Wear [40]%, On-Stage [25]%. For Tiny, Interview is a short on-stage introduction. Judges score confidence, poise and presentation, never what an outfit cost or how a child looks. A judge who knows a contestant steps aside from scoring them, and that contestant receives the average of the other judges' scores. Ties go to the higher Interview score, then to the most judges ranking that contestant higher. 6. Results. Every division with three or more contestants crowns a winner and two runners-up. Every family receives their own contestant's scores within [7] days. Scores are never shared with other families. 7. People's Choice. People's Choice is a separate title decided by supporters' donations, and never affects the judged titles. [25]% of People's Choice donations, after the voting platform's fee, go to [CHARITY]. Voting opens [DATE] and closes [DATE AND TIME]. Standings are shown without dollar totals. Contestants are never asked to collect votes themselves. 8. Wardrobe. [WARDROBE RULES FOR EACH AGE.] No swimwear competition for anyone under 18. 9. Refunds. Full refund until [DATE]. After that, a credit toward our next pageant. No refunds after registration closes, except if we cancel or postpone, when every family may have a full refund. 10. Conduct and safety. Two adults are present wherever children are. Children leave only with a parent, guardian, or an adult the parent names at check-in. No phones or cameras in dressing areas. Our safeguarding contact on the day is [NAME]. 11. Concerns. A family may raise a concern within 48 hours of the pageant by emailing [EMAIL]. The director answers in writing. Judges' decisions on scores are final once checked. 12. Winners. [WHERE WINNERS GO NEXT, e.g. "Division winners receive a free entry to ___ and are invited to crown next year's winners."] Titleholder appearances are agreed with the family in advance.
Fill this in before you book anything. Copy it into a spreadsheet if you like.
| Line | Your estimate | Example |
|---|---|---|
| Venue, deposit and cleaning | $ | $150 |
| Insurance | $ | $100 |
| Crowns and runner-up trophies | $ | $147 |
| Printing | $ | $60 |
| Decorations, backdrop, sound | $ | $80 |
| Judges and emcee: meals and gifts | $ | $120 |
| A. Fixed costs | $ | $657 |
| Sash, keepsake, payment fees, per contestant | $ | $15 |
| B. Cost per contestant | $ | $15 |
| C. Entry fee | $ | $50 |
| Break-even contestants = A ÷ (C − B) | 19 | |
| Expected extras | $ | $295 |
| Confirmed sponsors and ads | $ | $200 |
| People's Choice, after platform fee and charity share | $ | $675 |
Plan so entries cover the essentials. Count only confirmed sponsors, and treat People's Choice as the margin.
Collect this from a parent or guardian at registration for every contestant under 18.
[PAGEANT NAME] — Parent or Guardian Consent Contestant's name: ____________________ Age on pageant day: ____ Parent or guardian: ____________________ Phone: ____________ Email: ____________ [ ] I am the parent or legal guardian of this contestant, and I give permission for them to take part in [PAGEANT NAME] on [DATE]. [ ] I have read the rules, including the refund policy. [ ] I understand that staff and judges will contact my child only through me. Photos and video (choose one): [ ] Yes, you may publish photos and video of my child from the pageant, with their first name only. [ ] Yes, with their full name. [ ] No, please don't publish photos or video of my child. Adults allowed to pick up my child (besides me): ____________________ Anything that would help your child on the day (health needs, accommodations): ____________________ Signature: ____________________ Date: ____________
Send six to eight weeks out.
Subject: Would you judge our pageant on [DATE]? Hi [NAME], I'm running [PAGEANT NAME] on [DATE] at [VENUE], and I'd love you to be one of our three judges. I thought of you because [REASON, e.g. "you're so good with kids" or "of your years on stage"]. No pageant experience needed. I'll send a short judging guide and brief everyone before we start. You'd be with us from about [TIME] to [TIME], and we'll provide [WHAT YOU OFFER, e.g. "lunch, a thank-you gift and gas money"]. One thing I ask every judge: let me know if you know any of the contestants, as a relative, student, client or neighbor. That's normal in a small town, and you'd simply step aside from scoring that one. Could you let me know by [DATE]? Thank you, [YOUR NAME] [PAGEANT NAME]
Send a week before the pageant.
Subject: Judging [PAGEANT NAME] on [DATE]: everything you need Hi [NAME], Thank you again for judging. Here's what to expect. Arrive: [TIME] at [VENUE, ADDRESS]. Park at [WHERE]. We'll start with a 15-minute briefing. Wear: what you'd wear to a nice dinner. You'll judge: [DIVISIONS AND AGES], [NUMBER] contestants in all. Areas: Interview ([35]%), Formal Wear ([40]%), On-Stage ([25]%). One score from 1 to 10 in each area. Time per contestant: [5] minutes in interview, about [1] minute on stage. Done by: about [TIME]. Please read the judging guide before the day: [LINK TO THE JUDGING GUIDE]. It takes ten minutes. Here's the list of contestants' names. If you know any of them, tell me before the day and you'll step aside from scoring them: [LIST] See you soon, [YOUR NAME] [PHONE]
Send the day a family registers.
Subject: Welcome to [PAGEANT NAME]! Hi [PARENT'S NAME], We're so glad [CONTESTANT'S FIRST NAME] is joining us on [DATE] at [VENUE]. Here's what happens next. - If this is your first pageant, welcome! No experience, coach or expensive gown is needed. Here's what the day looks like: [ONE OR TWO LINES, OR A LINK]. - Your entry includes [WHAT IT INCLUDES]. - People's Choice voting opens [DATE]. [25]% goes to [CHARITY]. I'll send details then. - I'll send the schedule and what to bring a few days before. - The rules, including wardrobe and refunds, are here: [LINK]. Questions? Just reply. I answer within a day. See you on stage, [YOUR NAME] [PAGEANT NAME]
Send two or three days before the pageant.
Subject: [PAGEANT NAME] is [DAY]! Your schedule and what to bring Hi [PARENT'S NAME], We can't wait to see [CONTESTANT'S FIRST NAME] on [DAY]. Arrive by: [TIME] at [VENUE, ADDRESS]. Check-in is at [WHERE]. [CONTESTANT'S FIRST NAME]'s division: [DIVISION]. Their part of the show runs from about [TIME] to [TIME]. Bring: formal wear, fun fashion outfit, shoes, [ANYTHING ELSE], and a snack and water. Interview: [TIME], in [ROOM]. A second adult is always in the room, and you're welcome to watch. Parking: [WHERE]. Pick-up: children leave only with you or an adult you named on the consent form. Our safeguarding contact on the day is [NAME]. If anything worries you, find them or me. See you soon, [YOUR NAME] [PHONE FOR THE DAY]
Send within a week, with each family's own scores.
Subject: Thank you for being part of [PAGEANT NAME] Hi [PARENT'S NAME], Thank you for bringing [CONTESTANT'S FIRST NAME] to [PAGEANT NAME]. [ONE SPECIFIC, KIND LINE ABOUT THEM, e.g. "Their smile on stage lit up the room."] Attached are [CONTESTANT'S FIRST NAME]'s scores from each judge, with the judges' comments. These are just for your family. Together our supporters raised $[AMOUNT] for [CHARITY]. Thank you. I'd love to know how we did. What should we keep, and what should we change? Just reply. Our next pageant is [DATE, IF SET]. I hope to see you there. With thanks, [YOUR NAME]
One sheet per judge per division. One score per area: keep it simple for judges.
| Contestant # | Interview (1–10) | Formal Wear (1–10) | On-Stage (1–10) | Comment for the family (optional) |
|---|---|---|---|---|
| 1 | ||||
| 2 | ||||
| 3 |
Top of the sheet: pageant name, division, judge's name, and "I don't know any contestant on this sheet, or I've marked the ones I'm stepping aside from."
For the tabulator. Average the judges in each area, then apply the weights.
| Contestant # | Interview average × 0.35 | Formal Wear average × 0.40 | On-Stage average × 0.25 | Total | Place |
|---|---|---|---|---|---|
| Example | (8 + 9 + 8.5) ÷ 3 = 8.5 → 2.975 | (9 + 8 + 8.5) ÷ 3 = 8.5 → 3.400 | (8 + 7 + 7.5) ÷ 3 = 7.5 → 1.875 | 8.25 |
In the example, the third judge knew this contestant and stepped aside, so in each area their score is the average of the other two judges: in Interview, (8 + 9) ÷ 2 = 8.5. Keep the decimals until the total, then round once. Check every total twice before results are read, and keep the sheets for 30 days in case a family raises a concern.
Help wantedWhat template do you wish you'd had for your first pageant? Send us one you use, and we'll add it here.