Battle of the Bands checklist: plan the competition in the right order

A Battle of the Bands needs more than a stage and a few amplifiers. You must lock in the competition format, registrations, performance order and judging before the technical schedule can work. The final week is when forgotten details—dietary requirements, band information, jury criteria and chilled drinks—usually cause delays. Use this checklist to move from sign-ups to a ready stage, with the sound, lighting, backstage areas and event paperwork prepared in the right sequence.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set competition format
2 people
Contact bands
2 people
Open the registration form
Send invitations
2 people
Distribute promotional posters
3 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Confirm bands definitively
2 people
Assign performances
2 people
Assign judges
Print jury criteria
Print the run sheet
Confirm reservation
Collect technical input
2 people
Create technical schedule
2 people
Arrange prizes and trophies
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Send the bands final info
Pick up venue keys
Clear the stage and hall
4 people
Build stage sections
4 people
Set up the sound system
3 people
Set up lighting
2 people
Set up the backline
3 people
Set up tables and chairs
3 people
Set up the bar
3 people
Set up catering
3 people
Set up judges' table
2 people
Set up registration desk
2 people
Hang decorations
2 people
Putting up the program and signage
2 people
Fully test technical setup
3 people
Soundcheck instruments
4 people
Give the jury briefing
2 people

Event

Receive participants
3 people
Register bands
2 people
Welcome the audience
2 people
Explain the program
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Announce performances
Guide the performances
2 people
Coordinate stage changes
3 people
Check the sound level
Hand out judging forms
Collect jury forms
Check the jury result
2 people
Announce the winner
2 people
Present prizes
2 people
Guide the audience to the exit
2 people

Aftercare

Close the bar
3 people
Switch off equipment
3 people
Pack instruments safely
3 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Dismantle the stage and lighting
4 people
Clean the room
3 people
Clean the restrooms
2 people
Sort remaining stock
2 people
Return borrowed items
2 people
Hand over the venue
2 people
Publish photos and results
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 12
Tablesqty 8
Chairsqty 100
Bar stoolsqty 6
Judges' table
Dressing room tablesqty 4
Clothes racksqty 4
Bollardsqty 8

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixing console
Monitor speakersqty 4
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 6
Guitar amplifiersqty 3
Bass amplifierqty 2
Drum kit
Keyboard standsqty 2
XLR cablesqty 14
Jack cablesqty 12
Power stripsqty 8
Extension cordsqty 10
Cable traysqty 12
Gaffa tapeqty 6

Lighting

LED spotlightsqty 8
Light standsqty 2
Light controller
Mood lightingqty 4

Tableware

Glassesqty 120
Coffee cupsqty 40
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Small bowlsqty 12
Serving plattersqty 8
Pliersqty 6
Bottle openersqty 4
Ice spoonsqty 2

Catering

Drink dispensersqty 3
Coolersqty 4
Coffee filtersqty 100
Napkinsqty 300
Snack cupsqty 150
Water Cupsqty 150
Pitcherqty 6
Groceries

Decorations

Stage backdrop
Bannersqty 4
Balloon archesqty 2
Tableclothsqty 10
Directional signsqty 8
Name badgesqty 120
Badge holdersqty 120
Prize trophy
Medalsqty 3
Table numbersqty 10

Cleaning

Broomqty 2
Floor squeegeesqty 2
Bucketsqty 3
Cleaning clothsqty 12
Waste binsqty 8
Toilet brushesqty 2
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Other

Registration desk
Cash register
Card payment terminal
Cash box
Jury formsqty 30
Clipboardsqty 6
Ballpoint pensqty 30
Program flyersqty 150
Wristbandsqty 150
First aid kit
Flashlightsqty 3

Tips

Set the competition format before contacting bands. Decide how many rounds, songs or minutes each act gets, then include those limits in the registration form and invitations.
Close registrations early enough to process the entries and collect dietary requirements. Confirm the final bands before assigning performance slots, judges or a detailed run sheet.
Collect technical input from every band before event week. Use it to build the technical schedule and check that the PA, monitor speakers, microphones, DI boxes, amplifiers, drum kit and cables are covered.
Print the jury criteria and run sheet before doors open, and keep copies at the judges' table and backstage. A printed version is safer than relying on one phone or laptop during a live competition.
Treat stage setup as a timed build, not a last-minute task. After picking up the venue keys, clear the hall, assemble the stage sections, set up the sound system and lighting, then chill the drinks before the audience arrives.

Frequently asked questions

How far in advance should I organise a Battle of the Bands?: Start contacting bands and opening registration at least 6 to 8 weeks before the event. Close registrations early enough to confirm the lineup, assign performances and prepare the technical schedule.
What technical information should bands provide?: Ask for channel lists, backline requirements, microphone needs, DI boxes, monitor preferences and changeover details at least 2 weeks before the event. Use these replies to check cables, amplifiers, stands and the mixing console.
When should I confirm the running order and judges?: Confirm the bands, performance order and judges about 7 days before the event. Print the jury criteria and run sheet no later than the day before, with spare copies available at the judges' table.
How long does Battle of the Bands setup take?: Allow at least 4 to 6 hours for clearing the stage and hall, building stage sections, placing the judges' table and dressing-room furniture, and setting up sound and lighting. Add extra time if several bands share a drum kit or backline.

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.