Band Competition Checklist

A band competition needs more than a stage and a running order. You need time to recruit bands, process registrations, collect technical requirements, brief judges, and coordinate the crew. This checklist takes you from the first concept and venue booking through final soundcheck, refreshments, and visitor information. Work through it in sequence so missing details—especially dietary requirements, equipment specifications, and performance timings—are found before competition day.

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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

Define the competition concept
2 people
Confirm location and date
2 people
Contact bands
2 people
Open registration
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign judges
2 people
Book host
Make reservations
Draw up the competition rules
2 people
Make jury forms
Compile program
2 people
Send band schedule
Collect technical sheets
2 people
Confirm technical crew
Publish promotion
2 people
Check ticket sales
Send visitor information
Check final band details
2 people
Do the shopping
3 people
Collect materials
3 people
Check the venue
2 people
Chill drinks
2 people
Prepare snacks
4 people
Set up the stage
4 people
Set up the sound system
4 people
Set up lighting
3 people
Check power outlets
2 people
Set up backline
3 people
Set up tables and chairs
4 people
Set up the registration desk
2 people
Set up judges' table
2 people
Set up the catering buffet
3 people
Hang decorations
3 people
Put up route signs
2 people
Perform the technical sound check
4 people

Event

Receive bands
3 people
Register band check-in
2 people
Welcome the audience
4 people
Carry out entrance checks
3 people
Present Program
Supervise competition performances
4 people
Collect jury scores
2 people
Play break music
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Guide the audience vote
2 people
Check scores
2 people
Announce the winner
2 people
Present prizes
2 people
Provide farewell music
See the audience out
3 people

Aftercare

Switch off equipment
3 people
Clear away drinks and food
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Dismantle stage and technical equipment
5 people
Put furniture back
4 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftovers
2 people
Publish results
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
High tablesqty 10
Tablesqty 8
Chairsqty 120
Judges' table
Entrance tableqty 2
Clothing rack

Equipment

Mixer
PA speakersqty 4
Subwoofersqty 2
Monitor speakersqty 6
Microphonesqty 10
Microphone standsqty 10
DI boxesqty 6
Guitar amplifiersqty 4
Bass amplifierqty 2
Drum kit
Music computer
Laptop stand
Extension cordsqty 12
Power stripsqty 10
Cable matsqty 20

Lighting

Stage spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
String lightsqty 6

Decorations

Stage backdrop
Balloonsqty 100
Decorative fabricqty 4
Competition banner
Direction signsqty 8
Table décorqty 10

Tableware

Reusable glassesqty 180
Coffee cupsqty 50
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 15
Pitcherqty 6

Kitchen

Coolersqty 6
Ice containersqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Storage binsqty 12
Serving tongsqty 8
Bottle openersqty 4

Catering

Cash register
Card payment terminal
Wristbandsqty 200
Jury formsqty 20
Program bookletsqty 180
Name badgesqty 30
Pensqty 30
Prizesqty 3
Groceries

Cleaning

Waste binsqty 12
Mopqty 4
Bucketsqty 4
Broomqty 3
Dustpan and brushqty 3
Cleaning spongesqty 10
Dish brushesqty 4
Hand soap dispensersqty 4
Disinfectant sprayqty 4
Paper towelsqty 8

Tips

Set the competition format and rules before opening registration. Include performance length, judging criteria, arrival times, equipment responsibilities, and how winners are decided so every band receives the same information.
Request each band’s technical sheet as part of registration, then review it at least two weeks before the event. Check inputs for vocals, guitars, bass, drums, DI boxes, monitors, and any playback equipment with the technical crew.
Build the running order around realistic changeovers, not just playing time. Allow at least 15 minutes between bands for swapping microphones, amplifiers, drum settings, and monitor mixes, then send the final schedule to performers and crew.
Prepare separate information for bands, judges, and visitors. Band information should include arrival and soundcheck times; judges need jury forms and rules; visitors need doors-open time, access details, and the expected finish time.
Do the final venue and supply check 24 hours before doors open. Confirm the stage sections, steps, judges’ and entrance tables, cable mats, lighting, drinks, and snacks are present, then chill drinks and label any food that matches collected dietary requirements.

Frequently asked questions

How far in advance should I contact bands for a competition?: Start contacting bands at least 8 to 12 weeks before the event. Keep registration open for a defined period, then allow 2 to 3 weeks to process applications, confirm the lineup, and collect technical sheets.
How long should a band competition schedule be?: Allow each band its full performance slot plus at least 15 minutes for changeover. Add a 30-minute technical check before the first performance and 30 to 45 minutes for judging or announcements, depending on the number of bands.
When should I book the technical crew for a band competition?: Confirm the technical crew as soon as the venue and date are fixed, ideally 6 to 8 weeks ahead. Send the final band schedule and technical requirements at least 7 days before the event, then reconfirm the call time 24 hours beforehand.
How many drinks and snacks do I need for a band competition?: For a short event, plan 2 to 3 drinks per visitor for the first hour and about 1 drink per person for each additional hour. Provide at least 2 snack portions per person, and use the collected dietary requirements to cover specific needs rather than guessing on the day.

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.