How to organise a band competition

A band competition needs more than a stage and a running order. Start by fixing the competition format, venue and date, then build the programme around registration, judging and changeover times. Bands need clear rules, a confirmed schedule and technical information well before the event. The details that are often left too late are sound requirements, judge paperwork, dietary needs and visitor instructions. Use the complete plan to keep bookings, communication, equipment and venue checks in one sequence.

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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

1
Define the competition concept
2 people
2
Confirm location and date
2 people
3
Contact bands
2 people
4
Open registration
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Assign judges
2 people
9
Book host
10
Make reservations
11
Draw up the competition rules
2 people
12
Make jury forms
13
Compile program
2 people
14
Send band schedule
15
Collect technical sheets
2 people
16
Confirm technical crew
17
Publish promotion
2 people
18
Check ticket sales
19
Send visitor information
20
Check final band details
2 people
21
Do the shopping
3 people
22
Collect materials
3 people
23
Check the venue
2 people
24
Chill drinks
2 people
25
Prepare snacks
4 people
26
Set up the stage
4 people
27
Set up the sound system
4 people
28
Set up lighting
3 people
29
Check power outlets
2 people
30
Set up backline
3 people
31
Set up tables and chairs
4 people
32
Set up the registration desk
2 people
33
Set up judges' table
2 people
34
Set up the catering buffet
3 people
35
Hang decorations
3 people
36
Put up route signs
2 people
37
Perform the technical sound check
4 people

Event

38
Receive bands
3 people
39
Register band check-in
2 people
40
Welcome the audience
4 people
41
Carry out entrance checks
3 people
42
Present Program
43
Supervise competition performances
4 people
44
Collect jury scores
2 people
45
Play break music
46
Serve snacks
3 people
47
Serve drinks
3 people
48
Refill drinks
2 people
49
Restock the buffet
2 people
50
Guide the audience vote
2 people
51
Check scores
2 people
52
Announce the winner
2 people
53
Present prizes
2 people
54
Provide farewell music
55
See the audience out
3 people

Aftercare

56
Switch off equipment
3 people
57
Clear away drinks and food
3 people
58
Collect waste
4 people
59
Wash dishes
3 people
60
Clean the venue
4 people
61
Dismantle stage and technical equipment
5 people
62
Put furniture back
4 people
63
Inventory materials
2 people
64
Return borrowed items
2 people
65
Store leftovers
2 people
66
Publish results
67
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
High tablesqty 10
Tablesqty 8
Chairsqty 120
Judges' table
Entrance tableqty 2
Clothing rack

Equipment

Mixer
PA speakersqty 4
Subwoofersqty 2
Monitor speakersqty 6
Microphonesqty 10
Microphone standsqty 10
DI boxesqty 6
Guitar amplifiersqty 4
Bass amplifierqty 2
Drum kit
Music computer
Laptop stand
Extension cordsqty 12
Power stripsqty 10
Cable matsqty 20

Lighting

Stage spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
String lightsqty 6

Decorations

Stage backdrop
Balloonsqty 100
Decorative fabricqty 4
Competition banner
Direction signsqty 8
Table décorqty 10

Tableware

Reusable glassesqty 180
Coffee cupsqty 50
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 15
Pitcherqty 6

Kitchen

Coolersqty 6
Ice containersqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Storage binsqty 12
Serving tongsqty 8
Bottle openersqty 4

Catering

Cash register
Card payment terminal
Wristbandsqty 200
Jury formsqty 20
Program bookletsqty 180
Name badgesqty 30
Pensqty 30
Prizesqty 3
Groceries

Cleaning

Waste binsqty 12
Mopqty 4
Bucketsqty 4
Broomqty 3
Dustpan and brushqty 3
Cleaning spongesqty 10
Dish brushesqty 4
Hand soap dispensersqty 4
Disinfectant sprayqty 4
Paper towelsqty 8

Tips

Set the format and rules before opening registration. Decide how many bands can perform, how long each set and changeover may take, and how judges will score entries.
Contact bands early and collect their technical sheets during registration. Confirm microphones, DI boxes, amplifiers, drum kit requirements and monitor needs before the final programme is published.
Build the running order around sound checks and stage changes, not only performance times. Send every band its schedule and recheck final details before the event day.
Assign judges and prepare jury forms before tickets go on sale. A judges’ table, clear scoring criteria and enough printed forms prevent delays between performances.
Finish visitor and hospitality arrangements at least one week ahead. Check ticket sales, send arrival information, collect dietary requirements, chill drinks and prepare snacks before the first band arrives.

Frequently asked questions

How far in advance should I organise a band competition?: Start at least 8 to 12 weeks before the event. Use the first weeks for the venue, date, competition format, judges and band registration, leaving the final 7 days for confirmations and venue checks.
How many bands should perform in one evening?: Plan from the available stage time rather than choosing a fixed number first. Allow roughly 30 to 45 minutes per band, plus 15 to 20 minutes for each changeover, sound check and judging transition.
When should bands send their technical requirements?: Ask for technical sheets when bands register and set a firm deadline at least 3 weeks before the competition. Confirm the final equipment list with the technical crew during the last week.
What should I send visitors before a band competition?: Send arrival, ticket and programme information 3 to 5 days before the event. Include the opening time, expected finish, venue access details and any rules visitors need to know.

Start this plan in Lizzt

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