Ensemble competition checklist

An ensemble competition needs more than a performance schedule. You must lock down the venue, rules, judges, registration process and technical setup early enough for changes to remain manageable. This checklist takes you from the first date and location decisions through participant communication, judging materials, catering and the final event-day documents. It also highlights details that are easy to miss, such as dietary requirements, parking information, music stands and a printed contact list.

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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 date and location
Draw up competition rules
2 people
Invite the judges
Book host
Arrange technical support
Send invitations
2 people
Open the participant form
Process registrations
2 people
Check participant details
2 people
Collect dietary requirements
Create the program schedule
2 people
Confirm the performance order
Print jury criteria
Prepare jury forms
2 people
Inform participants
Make reservations
Order catering
2 people
Do the shopping
2 people
Order prizes and certificates
Create route and parking information
Design signage
Make name badges
2 people
Print the run sheet
2 people
Print contact list
Check music stands
2 people
Determine the instrument setup
2 people
Mark the stage area
2 people
Check power outlets
2 people
Test sound equipment
2 people
Clear emergency exits
2 people
Check first aid supplies
Check toilets
Clean the room
3 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Set up judges' table
2 people
Set up the catering buffet
3 people
Hang decorations
2 people
Hang up signage
2 people

Event

Brief the registration team
2 people
Receive the jury
2 people
Receive participants
3 people
Register attendance
2 people
Hand out name badges
2 people
Distribute program
2 people
Guide instruments to the playing area
3 people
Announce performances
Monitor performance times
2 people
Set up music stands
2 people
Switch play areas
3 people
Collect judging forms
Check the jury forms
2 people
Announce break
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Clear buffet
2 people
Provide the jury break
2 people
Add up the scores
2 people
Check the result
3 people
Support awards ceremony
3 people
Present Certificates
2 people
Take group photo
2 people
See participants off
2 people
Collect lost and found items

Aftercare

Turn off the sound equipment
2 people
Clear the instrument room
3 people
Clear away music stands
2 people
Clear tables and chairs
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
3 people
Clean the restrooms
2 people
Remove decorations
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Hand over keys and venue
Send the results and photos

What to bring

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

Furniture

Chairsqty 150
Tablesqty 18
Judges' table
Registration deskqty 2
Buffet tablesqty 4
Clothes racksqty 2

Equipment

Music standsqty 30
Microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Laptopqty 2
Printer
Stopwatchesqty 3
Camera

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving spoonsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Small bowlsqty 12
Cutting boardsqty 3
Kitchen knivesqty 3
Pliersqty 6
Measuring cupsqty 2
Washing-up bowlsqty 3

Decorations

Buntingqty 8
Tableclothsqty 18
Flower arrangementsqty 6
Stage backdrop
Name badge holdersqty 40
Wristbandsqty 160

Lighting

LED work lightsqty 4
String lightsqty 4

Cleaning

Waste binsqty 10
Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Hand soap dispensersqty 4

Competition equipment

Judge clipboardsqty 6
Jury formsqty 150
Pensqty 40
Tapeqty 6
Writing paperqty 2
Trophiesqty 6
Medal ribbonsqty 30
Certificate foldersqty 30
Directional signsqty 12
Programsqty 160

Catering

Groceries

Tips

Set the date and location before inviting ensembles, then publish clear competition rules with entry requirements, timings and judging criteria so registrations can be checked consistently.
Invite judges and book the host early. Confirm their availability in writing before you publish the programme or promise a final performance order.
Close registration with enough time to check every participant’s details and dietary requirements. Use the confirmed entries to build the schedule rather than guessing from incomplete forms.
Treat the technical setup as a separate workstream: check microphones, stands, mixer, speakers, power strips and extension cords at the venue before competition day, not during soundcheck.
Print the run sheet, contact list, jury criteria and jury forms before doors open. Also check music stands, name badges, signage, route information and parking instructions during the final venue walk-through.

Frequently asked questions

How far in advance should I organise an ensemble competition?: Start at least 12 weeks before the competition. Confirm the date and location first, then allow time for rules, judge invitations, registrations, programme planning, catering and technical checks.
When should ensemble competition registration close?: Close registration around 4 to 6 weeks before the event. This leaves time to check participant details, collect dietary requirements, confirm the performance order and print the programme materials.
How many music stands and microphones do I need?: Plan one music stand for every performer who needs sheet music, plus a small number of spares. The microphone count depends on the ensemble setup, so confirm it during a venue soundcheck at least 1 to 2 weeks beforehand.
What should I print for an ensemble competition?: Print the programme or run sheet, jury criteria, jury forms, name badges, signage and a contact list. Prepare these at least 2 days before the event so missing details can still be corrected.

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.