Brass band competition checklist: plan it in the right order

A brass band competition needs more than a stage and a running order. You must confirm the date and room layout, set clear rules, secure judges, process registrations and prepare the music programme before the event can run smoothly. This checklist also covers volunteer roles, audience and jury areas, sound equipment, signage, match forms and refreshments. Use it to keep decisions, bookings and printed materials on schedule.

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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

Confirm competition date
Confirm the venue and room layout
2 people
Draw up competition rules
2 people
Approach jury members
Confirm judges
Invite participating associations
2 people
Send registration form
Process registrations
2 people
Compile the music program
2 people
Check participant counts
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Reserve Judge Tables
Reserve stage
Reserve Sound System
Order prizes and certificates
Create promotional copy
Send invitations
2 people
Publish the program online
Send parking information
Print the run sheet
Create signage
2 people
Print match forms
Make name badges
Do the shopping
2 people
Collect prizes
Arrange keys and access
Determine instrument storage
2 people
Check first aid supplies
Set up the stage
4 people
Set up the sound system
3 people
Set up jury tables
2 people
Set up audience seating
4 people
Set up the participant area
3 people
Set up the reception desk
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Set up the coffee station
2 people
Hang decorations
2 people
Hang up signage
2 people
Lay out jury supplies
2 people
Lay out certificates
Test the equipment
3 people
Test stage lighting
2 people
Check sanitary facilities
Briefing for reception team
2 people
Brief stage crew
2 people

Event

Receive participants
3 people
Register attendance
2 people
Distribute program
2 people
Welcome the audience
3 people
Monitor arrival schedule
2 people
Announce performances
Guide instruments onto the stage
3 people
Set up music stands
2 people
Operate microphones
2 people
Hand out judging forms
Collect jury forms
Guide the jury
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check the restrooms during the event
Guide the photo moment
Check the result
2 people
Present prizes
3 people
See participants off
2 people

Aftercare

Turn off the sound system
2 people
Take down the stage and chairs
5 people
Put furniture back
4 people
Clean up catering
3 people
Wash dishes
3 people
Empty the coolers
2 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Remove signage
2 people
Remove decorations
2 people
Gather borrowed materials
2 people
Return sound equipment
2 people
Return stage
2 people
Return keys
Collect lost property
Archive competition materials
Publish the results

What to bring

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

Furniture

Stage sectionsqty 6
Jury tablesqty 3
Audience tablesqty 12
Chairsqty 330
Jury folding chairsqty 6
Reception desk
Dressing room racksqty 4
Music standsqty 80
Judging table chairsqty 3

Equipment

Sound system
Mixer
Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Stage lightingqty 4
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Laptop
Printer
Walkie-talkiesqty 6
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Handheld microphone

Tableware

Glassesqty 350
Coffee cupsqty 100
Tea glassesqty 50
Platesqty 350
Pastry forksqty 350
Serving tongsqty 8
Coffee spoonsqty 100

Kitchen

Thermos flasksqty 6
Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 12
Cooling platesqty 6

Decorations

Contest banner
Flagsqty 8
Tableclothsqty 15
Flower arrangementsqty 4
Name badgesqty 30
Bannersqty 4

Lighting

String lightsqty 4
Standing lampsqty 4

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning clothsqty 20
Toilet brushesqty 4

Catering

Groceries

Tips

Set the competition date and venue before inviting associations. Allow enough time to confirm the room layout, stage sections, jury tables, audience seating, dressing areas and power access.
Write the rules before sending the registration form. Include the judging process, repertoire requirements, timings and submission deadline so every association receives the same information.
Confirm the judges after approaching them, then build the music programme around the final participant list. Recheck band numbers and dietary requirements before ordering refreshments or assigning spaces.
Assign volunteers to specific jobs rather than recruiting a general pool. You need named people for reception, backstage movement, stage changes, jury support, parking information and event-day communication.
Print the run sheet, match forms, name badges and signage before the competition week. Test the sound system, mixer, microphones, speakers, lighting, laptop and printer on site, and cover cables where people walk.

Frequently asked questions

How far in advance should I organise a brass band competition?: Start at least 12 weeks before the competition. Use the first few weeks to confirm the date, venue, rules and judges, then allow several weeks for registrations, programme planning, equipment bookings and volunteer assignments.
When should brass bands register for the competition?: Set the registration deadline around 6 weeks before the event. That gives you time to process entries, check participant counts, collect dietary requirements and create a workable music programme.
What equipment is needed for a brass band competition?: Plan for a stage, music stands, jury tables and chairs, a sound system with mixer, microphones, stands and speakers, plus stage lighting. Also arrange extension cords, power strips, cable mats, walkie-talkies and a laptop or printer for event-day administration.
When should I print the competition paperwork?: Print the run sheet, match forms, name badges and signs during the week before the event, once the programme and participant list are final. Keep spare copies of every form at the reception desk and jury tables.

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.