How to organise a brass band competition

Start with the competition date, venue and room layout before inviting any bands. The rules, judging panel and registration process determine almost every later decision, including the music programme, stage schedule and judging paperwork. Allow time to confirm participant numbers, dietary requirements and volunteer roles rather than relying on last-minute replies. A clear run sheet, tested sound system and practical arrival information will keep the day moving when several associations perform back to back.

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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
Confirm competition date
2
Confirm the venue and room layout
2 people
3
Draw up competition rules
2 people
4
Approach jury members
5
Confirm judges
6
Invite participating associations
2 people
7
Send registration form
8
Process registrations
2 people
9
Compile the music program
2 people
10
Check participant counts
11
Collect dietary requirements
12
Recruit volunteers
2 people
13
Assign volunteers
2 people
14
Reserve Judge Tables
15
Reserve stage
16
Reserve Sound System
17
Order prizes and certificates
18
Create promotional copy
19
Send invitations
2 people
20
Publish the program online
21
Send parking information
22
Print the run sheet
23
Create signage
2 people
24
Print match forms
25
Make name badges
26
Do the shopping
2 people
27
Collect prizes
28
Arrange keys and access
29
Determine instrument storage
2 people
30
Check first aid supplies
31
Set up the stage
4 people
32
Set up the sound system
3 people
33
Set up jury tables
2 people
34
Set up audience seating
4 people
35
Set up the participant area
3 people
36
Set up the reception desk
2 people
37
Build the catering buffet
3 people
38
Chill drinks
2 people
39
Set up the coffee station
2 people
40
Hang decorations
2 people
41
Hang up signage
2 people
42
Lay out jury supplies
2 people
43
Lay out certificates
44
Test the equipment
3 people
45
Test stage lighting
2 people
46
Check sanitary facilities
47
Briefing for reception team
2 people
48
Brief stage crew
2 people

Event

49
Receive participants
3 people
50
Register attendance
2 people
51
Distribute program
2 people
52
Welcome the audience
3 people
53
Monitor arrival schedule
2 people
54
Announce performances
55
Guide instruments onto the stage
3 people
56
Set up music stands
2 people
57
Operate microphones
2 people
58
Hand out judging forms
59
Collect jury forms
60
Guide the jury
61
Serve coffee and tea
2 people
62
Serve snacks
2 people
63
Refill drinks
2 people
64
Empty trash bins
2 people
65
Check the restrooms during the event
66
Guide the photo moment
67
Check the result
2 people
68
Present prizes
3 people
69
See participants off
2 people

Aftercare

70
Turn off the sound system
2 people
71
Take down the stage and chairs
5 people
72
Put furniture back
4 people
73
Clean up catering
3 people
74
Wash dishes
3 people
75
Empty the coolers
2 people
76
Collect waste
3 people
77
Clean the room
4 people
78
Clean the restrooms
2 people
79
Remove signage
2 people
80
Remove decorations
2 people
81
Gather borrowed materials
2 people
82
Return sound equipment
2 people
83
Return stage
2 people
84
Return keys
85
Collect lost property
86
Archive competition materials
87
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 date and venue first, then map the stage, jury tables, audience seating, reception desk and dressing-room areas. Confirm the room layout before ordering equipment or publishing invitations.
Write the rules before sending registration forms, including performance limits, judging criteria, required music and tie-break procedures. Give associations a firm registration deadline and allow at least 1–2 weeks to chase missing details.
Approach jury members early and confirm the full panel before publishing the programme. Share arrival times, judging forms, table requirements and any conflicts of interest at least 2 weeks before the competition.
Build the run sheet from confirmed participant counts, not estimates. Schedule sound checks, stage changes and judge breaks, then print copies for reception, stage management and volunteers at least 1 day before the event.
Test the mixer, microphones, speakers, stage lighting, extension cords and cable mats in the actual room. Keep a laptop, printer, walkie-talkies and spare power strips available so revised forms or timing changes can be handled on site.

Frequently asked questions

How long does it take to organise a brass band competition?: Allow at least 8–12 weeks for a small competition and longer if many associations are invited. Use the first 2 weeks for the date, venue, rules and jury, then open registration and build the programme from confirmed entries.
When should brass bands register for a competition?: Set the registration deadline 4–6 weeks before the event. This leaves time to check participant counts, collect dietary requirements, confirm the music programme and publish an accurate running order.
How many volunteers are needed for a brass band competition?: Plan for at least 1 volunteer at reception, 1 stage coordinator, 1 person supporting the jury and 1 runner or equipment helper. Add cover for breaks, especially when performances continue for more than 3 hours.
When should the sound system be tested?: Test the complete sound system in the venue at least 1 week before the competition, then repeat a short check on the event morning. Include microphones, mixer, speakers, stands, lighting and cable safety rather than testing only the main speakers.

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