Composition Competition Checklist
A composition competition needs more than a submission deadline and a jury. You need clear rules, a reliable way to collect scores, checked scores, and a room that works for both participants and judges. This checklist follows the practical order: set up the competition, process entries, prepare the programme and materials, then test the room and equipment before people arrive. It also covers details that are easy to leave until the last minute, such as diet requirements, certificates, printed judging sheets and loose audio cables.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Draw up competition rules
2 people
Assign judges
2 people
Reserve venue
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Receive Entries
2 people
Check sheet music
2 people
Print Judge Scores
Compile program
2 people
Inform participants
Order catering
Prepare certificates
2 people
Check the shopping list
Do the shopping
2 people
Prepare sheet music
2 people
Event
Open venue
2 people
Check rooms
2 people
Set up tables
3 people
Set up chairs
3 people
Set up judges' table
2 people
Set up the reception desk
2 people
Test sound
2 people
Test presentation screen
Hang decorations
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare registration materials
Give the jury briefing
2 people
Receive participants
3 people
Welcome the audience
2 people
Present Program
Play compositions
2 people
Collect jury scores
2 people
Refill drinks
2 people
Serve snacks
3 people
Process scores
2 people
Announce the winners
Present Certificates
2 people
See participants off
2 people
Aftercare
Collect waste
3 people
Wash dishes
3 people
Switch off equipment
2 people
Clear away furniture
4 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people
Publish results
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 10
- Chairsqty 80
- Judges' table
- Dressing room tablesqty 2
- Coat racksqty 2
Equipment
- Laptopqty 2
- Projector
- Projection screen
- Speakersqty 2
- Mixer
- Microphonesqty 2
- Microphone standsqty 2
- Audio cablesqty 6
- Extension cordsqty 6
- Power stripsqty 6
- Headphonesqty 2
Tableware
- Glassesqty 100
- Coffee cupsqty 60
- Platesqty 100
- Cutlery setsqty 80
- Serving spoonsqty 6
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Coolersqty 4
- Serving traysqty 6
- Cutting boardsqty 3
- Knivesqty 6
Decorations
- Tableclothsqty 10
- Name badgesqty 80
- Directional signsqty 8
- Balloonsqty 50
- Flower arrangementsqty 6
Lighting
- LED lampsqty 6
- String lightsqty 4
Cleaning
- Waste binsqty 6
- Bucketsqty 3
- Mopsqty 3
- Broom setsqty 2
- Cleaning clothsqty 12
Catering
- Groceries
Tips
- Set the rules and judging process before opening registration. State the submission format, deadline, scoring criteria and what happens if a score is tied; changing these after entries arrive creates avoidable questions.
- Give yourself at least 2–3 days to process submissions. Check every score, name and piece title against the entry, and print spare judging sheets rather than waiting until the event morning.
- Build the programme only after all compositions have been received and checked. Allow 5–10 minutes between sections for announcements, movement and technical changes, especially when a projector, speakers or microphones are used.
- Confirm dietary requirements when registrations close, then place the catering order with the final headcount. Keep drinks separate from the jury table so glasses and coffee cups do not end up beside scores or sheet music.
- Arrive at least 90 minutes before the start to open the venue, arrange tables and chairs, prepare the jury and reception desks, and test the laptop, projector, microphones, speakers and cables with the actual presentation files.
Frequently asked questions
- How far in advance should I organise a composition competition?
- Start at least 8–12 weeks before the event. Use the first weeks for the rules, jury, venue and registration, then leave the final 2 weeks for processing entries, preparing the programme and confirming catering.
- When should composition entries be submitted?
- Set the submission deadline at least 10–14 days before the competition. This gives you time to check the scores and sheet music, contact participants about missing information and prepare the jury materials.
- How much time should I allow for setting up the competition venue?
- Allow 90 minutes for the room and technical setup, plus another 30 minutes if the layout is unfamiliar. Test the presentation screen and sound with the laptop, microphones and cables before participants arrive.
- When should I prepare certificates and judging sheets?
- Prepare certificates and judging sheets 3–5 days before the event, after the participant list and programme are final. Print a few blank copies for last-minute corrections or an additional jury member.
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