How to Run a Successful Author Contest

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Running an author contest isn’t just about collecting submissions; it’s about building community, discovering talent, and generating buzz. A well-executed contest can elevate your brand, expand your network, and perhaps even unearth the next literary sensation. But the path to a truly successful contest is paved with meticulous planning, crystal-clear communication, and robust execution. This isn’t a casual endeavor; it’s a strategic investment in the literary landscape.

Define Your “Why”: The Core Purpose of Your Contest

Before you even think about prizes or deadlines, ask yourself: Why are we doing this? The answer to this fundamental question will inform every subsequent decision.

Examples of “Why”:

  • Talent Discovery: You genuinely want to find and champion new voices in a specific genre (e.g., “The Inaugural Sci-Fi Novella Award”).
  • Brand Building/Awareness: You’re a new literary agency or publishing imprint looking to establish your presence and reputation (e.g., “Apex Literary Agency’s First Page Frenzy”).
  • Audience Engagement: You want to deepen your connection with your existing readership or attract new ones by offering a unique interactive experience (e.g., “Inkwell Books’ Annual Short Story Challenge for Our Community”).
  • Content Generation: You’re looking for high-quality, genre-specific content for an anthology or online publication (e.g., “The ‘Whispers in the Woods’ Horror Anthology Call”).
  • Fundraising/Charity: The contest serves as a vehicle to raise money for a literary cause or charity, with a portion of entry fees going to the cause (e.g., “Words for Humanity: A Poetry Contest to Benefit Literacy Programs”).

Your “why” should be specific and measurable. If it’s talent discovery, how many authors do you aim to publish or represent? If it’s brand building, what’s your target for increased website traffic or social media followers? This clarity cuts through the noise and provides a compass for your entire operation.

Crafting the Contest Framework: Rules, Eligibility, and Genre Scope

The framework is the skeleton of your contest. Without a strong, clearly defined structure, everything else collapses.

Defining Your Niche: Genre and Theme

Broad contests often lead to an unmanageable deluge of submissions. Narrow your focus.

  • Hyper-Specific Genre: Instead of “Fiction,” consider “Historical Romance, Post Civil-War Era” or “Hard Science Fiction with Mars Colonization Theme.” This attracts highly targeted submissions and makes judging more manageable.
  • Micro-Genre or Sub-Genre: “Cozy Mysteries with an Artisan Craft Focus,” “Poetry Exploring Urban Nature,” “Flash Fiction (under 500 words) on the Concept of Time Travel.”
  • No Theme, Just Genre: Sometimes, a strict genre definition is enough (“Contemporary Literary Fiction,” “Young Adult Fantasy”).

Eligibility Criteria: Who Can Enter?

Specificity here prevents countless ineligible submissions and time wasted.

  • Age: 18+, 21+, or specific age ranges for YA/Children’s.
  • Residency: Open to all, US residents only, residents of a specific country/region. Be clear about international tax implications if prize money is involved.
  • Published Status: Open to unpublished authors only, authors with fewer than X published works, open to all regardless of publication history.
  • Submission Type: Original work only, never before published, no simultaneous submissions (highly recommend this to avoid conflicts).
  • Conflicts of Interest: Disallow entries from employees, family members of judges, or anyone directly affiliated with your organization.

Rules and Guidelines: The Non-Negotiables

Your rules must be ironclad and accessible.

  • Word/Page Count: Specify exact minimums and maximums (e.g., “2,500-5,000 words,” not “short story length”). State what happens if these limits are exceeded or unmet (e.g., automatic disqualification without refund).
  • Formatting Requirements: Font (Times New Roman, 12pt), line spacing (double-spaced), margins (1-inch), header/footer (title, page number), file type (DOCX, PDF). Provide an example.
  • Anonymity: If blind judging, explicitly state that author name should not appear anywhere on the submission file. Provide clear instructions for a cover page or submission form where contact info is collected separately.
  • Multiple Submissions: Allow or disallow. If allowed, specify if each requires a separate entry fee.
  • Simultaneous Submissions: Strongly advise against allowing this. State if entry implies acceptance of a publication period and prize terms.
  • Withdrawal Policy: Can an author withdraw their submission? Is the fee refundable?
  • Plagiarism Policy: Zero tolerance. Define consequences clearly.
  • AI-Generated Content: Decide on your stance. If disallowed, state it plainly. If allowed, specify how much is permissible or if it must be disclosed.

The Prize Package: Motivating Entrants

A compelling prize package is the magnet for submissions. It should align with your “why” and resonate with your target authors.

Valued Incentives Beyond Cash

Cash is king, but unique opportunities can be even more attractive.

  • Publication: Contract with your imprint, inclusion in an anthology (digital or print), feature on a high-traffic literary website.
    • Example: “Publication in our prestigious annual anthology, The Emerging Voices Collection, with a print run of 1,000 copies and worldwide distribution.”
  • Professional Development:
    • Agent Consultation: One-on-one session with a literary agent (specify agency and agent).
    • Editor Feedback: Detailed editorial letter on their manuscript, developmental edit, line edit. (Specify scope – e.g., “feedback on first 50 pages of a novel”).
    • Writing Retreat/Workshop: Fully funded slot at a reputable writing conference or workshop.
    • Example: “A 60-minute virtual consultation with [Agent’s Name] from [Agency Name], including feedback on the winning manuscript and career advice.”
  • Exposure:
    • Feature Article/Interview: On your website, in a literary magazine you partner with, or on a popular podcast.
    • Social Media Spotlight: Dedicated promotional campaign across your platforms.
    • Example: “Exclusive interview featured on our website’s homepage for one month, reaching over 50,000 monthly unique visitors, plus a dedicated social media campaign.”
  • Software/Services: Subscriptions to writing software (Scrivener, ProWritingAid), website design for authors, professional headshots, book cover design credit.
  • Cash Prize: Clearly state the amount for 1st, 2nd, 3rd place, and any honorable mentions. Be realistic about what you can offer.

Tiered Prizes: Rewarding Multiple Winners

Recognize more than just the top spot.

  • Grand Prize: The ultimate reward, combining several elements.
  • Runner-Up(s): Often a smaller cash prize, a publication opportunity, or a consultation.
  • Honorable Mentions: A cash prize, a certificate, or a brief mention on your website.

Ensure the stated value of the prize aligns with the entry fee and the effort required from entrants. Overpromising and under-delivering is contest suicide.

Judges and Judging Criteria: Objectivity and Expertise

The credibility of your contest hinges on the integrity and expertise of your judging panel.

Assembling Your Judging Panel

Quality over quantity. Seek out recognized professionals.

  • Literary Agents: Offer a unique perspective on market viability.
  • Acquiring Editors: Understand what makes a manuscript publishable.
  • Award-Winning Authors: Possess invaluable insights into craft and storytelling.
  • University Professors/Creative Writing Instructors: Skilled in analytical literary assessment.
  • Reputable Critics/Reviewers: Bring a discerning eye for quality.

Recruitment Strategy: Approach individuals personally, highlighting your contest’s mission and the benefit to them (e.g., discovering new talent, community exposure). Offer a modest honorarium or clear recognition for their time.

Establishing the Judging Process

Transparency is key to building trust.

  • Blind Judging: Essential for fairness. Submissions should be anonymized before reaching judges. Implement a meticulous system for stripping identifying information.
  • Multiple Rounds:
    • Round 1 (Initial Vetting): Volunteers or junior staff can screen for adherence to rules (word count, formatting, eligibility) and basic quality. This weeds out obvious disqualifications.
    • Round 2 (First Read): A larger pool of volunteer readers or early-career professionals can assess for basic storytelling, grammar, and genre fit. They create a “longlist.”
    • Round 3 (Mid-Tier): A more experienced group of readers narrows the longlist to a “shortlist.”
    • Final Round (Expert Panel): Your primary, high-profile judges receive the curated shortlist to select winners.
  • Scoring Rubric: Provide judges with a clear, objective scoring rubric.
    • Examples of Rubric Categories:
      • Plot/Structure: (0-10 points) Logic, pacing, arc, conflict.
      • Character Development: (0-10 points) Believability, depth, motivation, voice.
      • Prose/Style: (0-10 points) Word choice, sentence structure, voice, imagery.
      • Originality/Creativity: (0-10 points) Freshness of concept, unique perspective.
      • Understanding of Genre: (0-10 points) Adherence to or innovative subversion of genre conventions.
      • Overall Impact/Readability: (0-10 points) Did it hold your attention? Did it resonate?
  • Consensus Building: How will final decisions be made? Majority vote? Discussion and consensus? The Head Judge’s final decision? Define this clearly.

The Entry Fee: Balancing Access and Sustainability

Entry fees are a delicate balance. Too high, and you deter entrants; too low, and you can’t cover costs or offer compelling prizes.

Calculating Your Fee

  • Covering Costs: Prize money, judge honorariums, administrative software (Submittable, JotForm), marketing, website maintenance, staff time. Itemize everything.
  • Market Research: Look at similar contests. What are they charging?
  • Perceived Value: Does the entry fee justify the prize package and the prestige of the contest?
  • Tiered Fees: Sometimes early bird fees or student discounts can be implemented.

Example Calculation:
If contest costs are $5,000 (prizes, judges, software) and you anticipate 200 submissions, a $25 entry fee breaks even. If you aim for a small profit to reinvest, you might charge $30-35.

Payment Processing

  • Secure Payment Gateway: Use reputable services (Stripe, PayPal, Submittable’s integrated payment).
  • Clarity on Refunds: Clearly state your refund policy (e.g., “Entry fees are non-refundable”).

Marketing Your Contest: Spreading the Word

Even the most amazing contest will fail if no one knows about it.

Multi-Channel Promotion

  • Your Website: Create a dedicated, clear, and attractive contest page. Embed FAQs, rules, and the submission portal.
  • Social Media:
    • Organic Posts: Announce, remind, share judge bios, success stories from past contests (if applicable), tips for entrants.
      • Example: “✍️ Authors, listen up! Our annual #InkwellContest is now OPEN! Submit your best sci-fi short stories for a chance to win publication and a consultation with Agent @LitAgentJane! Details: [Link]”
    • Paid Ads: Target specific demographics (e.g., Facebook/Instagram ads targeting users interested in “writing contests,” “science fiction authors,” “literary magazines”).
  • Email Marketing: Segment your existing list and send targeted announcements. Offer a signup option specifically for contest updates.
  • Literary Websites & Directories: Submit your contest information to reputable contest listing sites (e.g., NewPages, Poets & Writers, Duotrope, Chill Subs). Many offer free listings.
  • Author/Writing Community Forums: Post in relevant niche forums (e.g., Reddit’s r/writing, dedicated genre forums). Always check platform rules on self-promotion.
  • Partnerships: Collaborate with authors, literary magazines, writing groups, or educational institutions who will cross-promote your contest to their audience.
  • Press Release: If your contest has a unique angle or particularly high-profile judges/prizes, consider sending a press release to literary news outlets.

Engaging Messaging

  • Highlight the “Why”: Why should authors enter your contest? What makes it special?
  • Showcase Judges: Leverage the prestige of your judges in your marketing.
  • Emphasize Prizes: Make the benefits clear and exciting.
  • Urgency: Use soft deadlines (early bird) and final deadlines to encourage timely submissions.

Technology and Logistics: Streamlined Operations

Efficient technology ensures a smooth experience for both entrants and administrators.

Submission Management System

  • Dedicated Platforms: Services like Submittable, OpenWater, or even custom solutions are ideal. Avoid basic email submissions if you expect more than a handful of entries.
  • Key Features to Look For:
    • Custom Forms: Collect all necessary information (contact, bio, genre, and the submission itself).
    • Payment Integration: Seamlessly process entry fees.
    • File Uploads: Support various formats, and perhaps even convert to a standard format for judges.
    • Blind Judging Functionality: Automatically strips identifying information.
    • Scoring & Commenting: Allows judges to evaluate submissions directly within the system.
    • Workflow Management: Track submission status (received, under review, finalized).
    • Communication Tools: Send automated confirmations, mass emails to entrants.
    • Reporting & Analytics: Track submission numbers, demographics, etc.

Timeline Management

  • Create a Detailed Calendar:
    • Planning Phase: (Months in advance) Define “why,” secure judges, define rules, finalize prizes.
    • Launch Date: When submissions open.
    • Early Bird Deadline (if applicable):
    • Submission Deadline: Clear cut-off date and time (specify time zone).
    • Judging Rounds Deadlines: Internal deadlines for each stage of judging.
    • Notification of Finalists/Winners Date: When will entrants hear back? Be realistic.
    • Announcement of Winners Date: Public announcement.
    • Payment Disbursement/Prize Delivery Date: When prizes are finalized.
  • Buffer Time: Always build in extra time for unforeseen issues (system glitches, judge delays).

Contest Administration Team

  • Clear Roles: Who is responsible for marketing? Who handles customer service inquiries? Who manages the judges? Who processes payments?
  • Dedicated Email: Set up a specific email address for contest-related questions to avoid clutter.
  • FAQ Page: Anticipate common questions and provide clear answers on your website. This massively reduces administrative burden.

Post-Contest: Announcement, Feedback, and Future Growth

The contest isn’t over when the winners are picked; the post-contest phase is crucial for cementing your reputation and planning for the future.

Winner Announcement and Celebration

  • Timeliness: Announce winners on the promised date. Delays erode trust.
  • Multi-Platform Announcement: Press release, website, social media, email newsletter.
  • Spotlight Winners: Feature bios, winning excerpt (with permission), headshots, and links to their work/social media. Showcase them warmly.
    • Example: “🎉 Announcing the Grand Prize Winner of the 2024 Literary Discovery Award: [Author Name] for their incredible novel, ‘[Novel Title]’! Read an exclusive excerpt and learn more about [Author Name] here: [Link]”
  • Notify All Entrants: Inform even non-winners. A polite, professional email thanking them for their submission is essential. Offer constructive feedback if feasible (e.g., “While your story didn’t place this year, we commend your dedication to craft. Keep writing!”). Do not offer individual feedback unless it was a paid-for service.

Prize Delivery

  • Promptness: Deliver prizes as promised, on time. For cash, specify payment method (direct deposit, check). For services, connect winners with the service providers.
  • Legal Compliance: Be aware of tax implications for prize money, especially for international winners. Consult with a legal professional specializing in contests/sweepstakes.

Feedback Loop and Analysis

  • Internal Debrief: What worked well? What were the pain points? Did the technology perform? Was the judging process efficient?
  • Judge Feedback: Solicit insights from your judges. Were the guidelines clear? Was the volume manageable?
  • Participant Feedback (Optional): A brief, anonymous survey to entrants can provide valuable insights for future contests.
  • Metrics Review:
    • Total submissions
    • Submission conversion rate (from website visits)
    • Geographic distribution of entrants
    • Social media engagement during the contest period
    • Website traffic increase

This analysis forms the basis for improving your next contest. Perhaps you need to refine your genre, simplify your rules, adjust your entry fee, or invest more in a specific marketing channel.

Maintaining Relationships

  • Winners: Stay in touch. Promote their future successes. They are ambassadors for your contest.
  • Judges: Thank them sincerely. Consider them for future panels.
  • Participants (non-winners): Encourage them to try again. Keep them on your general mailing list for future opportunities or content.

Running a successful author contest is an orchestration of purpose, precision, and passion. It’s a significant undertaking, but the rewards—discovering exceptional talent, fostering literary community, and enhancing your brand’s reputation—are immeasurable. By meticulously planning each stage, from the initial “why” to the final winner announcement, you can create an event that truly makes a mark on the literary world.