How to organise a soloists' competition

Start by fixing the venue, judging panel and competition format before inviting performers. Once entries are open, collect dietary requirements, assign performance slots and send the rules early enough for participants to prepare. The final week is for printing programmes, preparing jury forms, ordering prizes and checking the sound system. On the day, keep registration separate from the judges’ table and allow time for a full microphone and speaker check before the first performance.

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
Reserve competition venue
2
Assign judges
3
Send invitations
2 people
4
Register participants
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Assign performances
2 people
8
Send the competition rules
9
Make jury forms
10
Create the program
2 people
11
Confirm participants
12
Order prizes and certificates
13
Order catering
14
Do the shopping
2 people
15
Check the sound equipment
2 people
16
Print participant list
17
Print programs
18
Prepare name badges
2 people
19
Make route and hall signs
20
Wrap the prizes
2 people

Event

21
Open venue
2 people
22
Set up tables and chairs
4 people
23
Set up the registration table
2 people
24
Set up judges' table
2 people
25
Set up sound equipment
3 people
26
Test microphones
2 people
27
Set up music stands
2 people
28
Set up the changing area
2 people
29
Hang decorations
2 people
30
Set up catering table
2 people
31
Chill drinks
2 people
32
Receive participants
2 people
33
Register participants
2 people
34
Welcome the judges
35
Welcome the audience
3 people
36
Announce performances
37
Set up the participants
2 people
38
Guide the match blocks
2 people
39
Collect judging forms
40
Serve break snacks
3 people
41
Refill drinks
2 people
42
Support awards ceremony
3 people
43
Hand out certificates
2 people
44
Give the audience time to say goodbye
2 people

Aftercare

45
Dismantle audio equipment
3 people
46
Put furniture back
4 people
47
Wash dishes
3 people
48
Collect waste
3 people
49
Clean the hall and kitchen
4 people
50
Collect lost and found items
51
Check materials
2 people
52
Return equipment
2 people
53
Hand over keys and venue
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Clothing rackqty 2
Waste binsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Equipment

Speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Mixer
Laptop
Extension cordsqty 6
Power stripsqty 6
Stopwatchqty 2
Music standsqty 12
Lectern lampsqty 6
Headphonesqty 2

Catering

Coffee machinesqty 2
Thermos flasksqty 6
Water jugsqty 6
Coolersqty 4
Serving tongsqty 8
Groceries

Decorations

Tableclothsqty 10
Balloonsqty 100
Buntingqty 8
Name badgesqty 100
Clipboardsqty 12
Pensqty 40
Prizesqty 12
Certificatesqty 40
Gift bagsqty 12

Lighting

LED work lightsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2

Tips

Set the registration deadline at least 2–3 weeks before the competition. You need time to process entries, confirm participants, assign performances and print an accurate programme.
Send the rules and performance assignments as soon as registrations close, ideally 10–14 days before the event. Include arrival time, running order, time limits and any sound requirements.
Prepare one jury form per performance, plus a few spare copies, and put them on clipboards before judges arrive. Print the participant list and programmes only after the final confirmations.
Schedule the sound check at least 60 minutes before the first performance. Test every microphone, speaker, mixer, laptop connection and extension cord, rather than checking only the main microphone.
Open registration 30–45 minutes before the start and keep name badges, the participant list and route signs at the entrance. Set up the judges’ table, lectern lamps and music stands before performers begin arriving.

Frequently asked questions

How far in advance should I organise a soloists' competition?: Begin at least 8–12 weeks ahead. Reserve the venue and assign judges first, then allow 2–3 weeks for registrations and another 10–14 days to finalise the programme, rules and performance order.
When should registration close for a soloists' competition?: Close registration 2–3 weeks before the event. This gives you enough time to process entries, collect dietary requirements, assign performances and confirm the final participant list.
How much time should I allow for the sound check?: Allow at least 60 minutes before the first performance, and longer if several microphones or instruments are used. Check the speakers, mixer, laptop, microphone stands, power strips and extension cords together.
When should I order prizes and certificates?: Order them at least 3–4 weeks before the competition. Keep a final spare copy of each certificate and check all names against the confirmed participant list before wrapping the prizes.

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.