Band Competition Planning Checklist

A band competition needs more than a stage and a lineup. You need clear rules, a fair judging process, reliable technical planning and a schedule that keeps bands, volunteers and the audience moving. Start by confirming the venue and competition format, then work toward registrations, programming and production. This checklist helps you see what must be arranged early, what tends to be forgotten, and what needs a final check before the first band plays.

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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 venue
Draw up the competition rules
2 people
Assign judges
Contact the performing bands
2 people
Publish registration form
Send invitations
2 people
Post on social media
Process registrations
Check band details
Gather technical requirements
2 people
Collect dietary requirements
Make reservations
Compile program
2 people
Draw the performance order
2 people
Make jury forms
Develop the run sheet
2 people
Schedule volunteers
Confirm tech delivery
Hang up promotion
2 people
Open audience registration
Arrange prizes and certificates
Send band confirmations
Print the run sheet
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Clean the audience area
2 people
Check the stage floor
2 people
Set up the stage
4 people
Set up the sound system
3 people
Set up lighting
2 people
Set up tables and chairs
3 people
Set up judges' table
2 people
Set up the bar
3 people
Set up backstage
2 people
Lay technical lines
3 people
Test microphones
2 people
Place program and signs
2 people
Set up catering
3 people
Give the jury briefing
2 people
Perform tire check
4 people

Event

Open band registration
2 people
Welcome the audience
3 people
Distribute program
2 people
Serve drinks
3 people
Serve snacks
2 people
Give the opening speech
Guide bands backstage
2 people
Announce performances
Provide technical support for performances
3 people
Hand out judging forms
Collect jury forms
Refill drinks
2 people
Empty trash bins
2 people
Answer audience questions
2 people
Announce break
Facilitate jury deliberation
2 people
Announce the winner
2 people
Present prizes
3 people
Handle the farewell to the audience
Escort the audience outside
3 people

Aftercare

Close the bar
3 people
Turn off the sound equipment
2 people
Tear down stage
4 people
Take down lighting equipment
2 people
Clear tables and chairs
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Collect lost and found items
Inventory equipment
2 people
Return rented items
2 people
Store remaining catering
2 people
Send results to bands
Publish thank-you message

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
High tablesqty 8
Beer tablesqty 6
Chairsqty 80
Judges' table
Bar stoolsqty 4

Equipment

PA sound system
Mixing console
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 6
Instrument cablesqty 12
XLR cablesqty 16
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Mobile phone chargersqty 4
Batteriesqty 24
Hand trucksqty 2
Toolboxesqty 2
Gaffer tapeqty 6
Cable tiesqty 200
Spare fusesqty 10

Lighting

Stage spotlightsqty 6
Light standsqty 2
Mood lightingqty 10
Light cablesqty 8

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving traysqty 6
Pliersqty 6
Pouring jugsqty 6

Decorations

Stage backdrop
Competition bannersqty 4
Tableclothsqty 10
Name badgesqty 30
Tapeqty 6
Painter's tapeqty 6
Directional signsqty 20
Chalkboardqty 2
Chalk markersqty 6

Catering

Groceries

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8

Office

Jury formsqty 40
Pensqty 30
Program bookletsqty 150
Wristbandsqty 150
Name stickersqty 60
Prize certificatesqty 6
Envelopesqty 20

Tips

Set the competition rules before opening registration. Include performance length, judging criteria, arrival times and any equipment bands must bring, so you can check registrations consistently.
Collect each band’s technical requirements as soon as they register. A PA system, mixing console, monitors, microphones, DI boxes, cables and power distribution may all affect the stage plan and changeover time.
Build the running order only after checking band details and availability. Send confirmations with arrival instructions and publish the final program early enough for bands and audience members to plan.
Give judges usable forms and a clear table position before event day. Prepare enough copies for every competing band, plus spare pens and a visible way to record the final scores.
Schedule volunteers around the busiest points rather than only the performance hours. You need coverage for registration, band check-in, stage changes, audience entry, catering and prize presentation.

Frequently asked questions

How far in advance should I organise a band competition?: Start at least 8 to 12 weeks before the event. Confirm the venue and rules first, then allow several weeks for registrations, technical checks, promotion and the final program.
How many judges do I need for a band competition?: Use at least 3 judges for a small competition so one opinion does not decide the result. Give every judge the same scoring form and agree on the criteria before performances begin.
How long should each band’s changeover take?: Allow 15 to 20 minutes for a basic changeover, and more if bands use different drum kits, keyboards or extensive cabling. Put the changeover time directly into the run sheet rather than treating it as spare time.
When should I confirm the technical setup with the bands?: Request technical details when registration closes and confirm them 2 to 3 weeks before the competition. Recheck delivery, power, microphones, monitors, cables and stage lighting during the final week.

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.