How to organise a Battle of the Bands

A Battle of the Bands needs more than a stage and a list of performers. Start by fixing the competition format, then build the registration and judging process around it. The technical plan needs to account for microphones, amplifiers, drums, monitors, DI boxes and changeover time between bands. Confirm every band, judge and venue detail before event week so the event-day schedule is about running the show rather than solving missing information.

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

1
Set competition format
2 people
2
Contact bands
2 people
3
Open the registration form
4
Send invitations
2 people
5
Distribute promotional posters
3 people
6
Post on social media
7
Process registrations
2 people
8
Collect dietary requirements
9
Confirm bands definitively
2 people
10
Assign performances
2 people
11
Assign judges
12
Print jury criteria
13
Print the run sheet
14
Confirm reservation
15
Collect technical input
2 people
16
Create technical schedule
2 people
17
Arrange prizes and trophies
2 people
18
Check the shopping list
2 people
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Send the bands final info
22
Pick up venue keys
23
Clear the stage and hall
4 people
24
Build stage sections
4 people
25
Set up the sound system
3 people
26
Set up lighting
2 people
27
Set up the backline
3 people
28
Set up tables and chairs
3 people
29
Set up the bar
3 people
30
Set up catering
3 people
31
Set up judges' table
2 people
32
Set up registration desk
2 people
33
Hang decorations
2 people
34
Putting up the program and signage
2 people
35
Fully test technical setup
3 people
36
Soundcheck instruments
4 people
37
Give the jury briefing
2 people

Event

38
Receive participants
3 people
39
Register bands
2 people
40
Welcome the audience
2 people
41
Explain the program
42
Serve drinks
3 people
43
Serve snacks
3 people
44
Refill drinks
2 people
45
Announce performances
46
Guide the performances
2 people
47
Coordinate stage changes
3 people
48
Check the sound level
49
Hand out judging forms
50
Collect jury forms
51
Check the jury result
2 people
52
Announce the winner
2 people
53
Present prizes
2 people
54
Guide the audience to the exit
2 people

Aftercare

55
Close the bar
3 people
56
Switch off equipment
3 people
57
Pack instruments safely
3 people
58
Collect waste
3 people
59
Wash dishes
3 people
60
Clear tables and chairs
4 people
61
Dismantle the stage and lighting
4 people
62
Clean the room
3 people
63
Clean the restrooms
2 people
64
Sort remaining stock
2 people
65
Return borrowed items
2 people
66
Hand over the venue
2 people
67
Publish photos and results
68
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 inviting bands. Decide how many acts you can fit, how long each performance and changeover will take, and whether judging happens after every set or at the end.
Close registrations with enough time to review technical requirements. Collect each band’s lineup, instruments, channels, microphones and dietary requirements before confirming the running order.
Build a technical schedule separately from the public run sheet. Allow time for the soundcheck, amplifier and drum-kit changes, monitor adjustments, and moving equipment safely between performances.
Give judges printed criteria and a fixed scoring process before doors open. A judges’ table, working pens and a clear deadline for final scores prevent delays when the last band finishes.
Treat cables and power as a safety task, not a last-minute setup detail. Use cable trays, extension cords, power strips and gaffa tape, then check every microphone stand, monitor and light before the first soundcheck.

Frequently asked questions

How long does it take to organise a Battle of the Bands?: Allow at least 6 to 8 weeks for a small event. Use the first weeks to set the format, contact bands and open registration; reserve the final 7 days for definitive confirmations, technical planning, shopping and sending final information.
How much time should you allow between bands?: Plan 15 to 30 minutes per changeover, depending on how much equipment stays on stage. A shared drum kit and fixed backline can reduce the time, while separate amplifiers, keyboards and complex input lists require more.
When should bands receive the final event information?: Send it 5 to 7 days before the event. Include arrival and soundcheck times, the performance order, stage and technical arrangements, parking or access instructions, dietary details and the contact person for event day.
How early should the sound system be set up?: Start building the stage and sound system at least 4 hours before doors open for a multi-band event. This leaves time to position PA speakers and monitors, connect the mixing console and cables, complete a line check, and soundcheck each band.

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.