How to organise an ensemble competition from start to finish

Organising an ensemble competition takes more than booking a room and inviting performers. Set the rules and judging process first, then build registrations, the performance schedule and the event-day run sheet around them. Technical checks, dietary information and parking details are easy to postpone, but they affect every participant. This plan takes you from confirming the date and judges to preparing certificates, jury forms, music stands and catering.

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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 date and location
2
Draw up competition rules
2 people
3
Invite the judges
4
Book host
5
Arrange technical support
6
Send invitations
2 people
7
Open the participant form
8
Process registrations
2 people
9
Check participant details
2 people
10
Collect dietary requirements
11
Create the program schedule
2 people
12
Confirm the performance order
13
Print jury criteria
14
Prepare jury forms
2 people
15
Inform participants
16
Make reservations
17
Order catering
2 people
18
Do the shopping
2 people
19
Order prizes and certificates
20
Create route and parking information
21
Design signage
22
Make name badges
2 people
23
Print the run sheet
2 people
24
Print contact list
25
Check music stands
2 people
26
Determine the instrument setup
2 people
27
Mark the stage area
2 people
28
Check power outlets
2 people
29
Test sound equipment
2 people
30
Clear emergency exits
2 people
31
Check first aid supplies
32
Check toilets
33
Clean the room
3 people
34
Set up tables
3 people
35
Set up chairs
3 people
36
Set up registration desk
2 people
37
Set up judges' table
2 people
38
Set up the catering buffet
3 people
39
Hang decorations
2 people
40
Hang up signage
2 people

Event

41
Brief the registration team
2 people
42
Receive the jury
2 people
43
Receive participants
3 people
44
Register attendance
2 people
45
Hand out name badges
2 people
46
Distribute program
2 people
47
Guide instruments to the playing area
3 people
48
Announce performances
49
Monitor performance times
2 people
50
Set up music stands
2 people
51
Switch play areas
3 people
52
Collect judging forms
53
Check the jury forms
2 people
54
Announce break
55
Serve coffee and tea
3 people
56
Serve snacks
3 people
57
Refill drinks
2 people
58
Clear buffet
2 people
59
Provide the jury break
2 people
60
Add up the scores
2 people
61
Check the result
3 people
62
Support awards ceremony
3 people
63
Present Certificates
2 people
64
Take group photo
2 people
65
See participants off
2 people
66
Collect lost and found items

Aftercare

67
Turn off the sound equipment
2 people
68
Clear the instrument room
3 people
69
Clear away music stands
2 people
70
Clear tables and chairs
3 people
71
Wash dishes
3 people
72
Collect waste
3 people
73
Clean the room
3 people
74
Clean the restrooms
2 people
75
Remove decorations
2 people
76
Inventory materials
2 people
77
Return borrowed materials
2 people
78
Hand over keys and venue
79
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 competition rules before opening registrations. Include time limits, ensemble sizes, required information and judging criteria so participants know exactly what to prepare.
Invite judges and book the host early, then arrange technical support before confirming the performance schedule. A microphone, mixer, speakers and music stands may need different setup times.
Close registrations with enough time to check every participant’s details and dietary requirements. Use the final list to create the programme, confirm the performance order and print the contact list.
Build the event-day schedule around fixed setup points: registration, sound check, performances, judging and catering. Print the run sheet and jury forms rather than relying on a laptop during the competition.
Do the venue check before the final week. Confirm chairs, tables, the judges’ table, registration desk, power strips and extension cords, and make sure parking and route information is ready to send.

Frequently asked questions

How far in advance should I organise an ensemble competition?: Start at least 8 to 12 weeks before the competition. Use the first two weeks to confirm the date, location, rules, judges, host and technical support; keep the final week for printing, shopping and venue checks.
When should ensemble competition registrations close?: Close registrations at least 3 weeks before the event. That gives you time to check participant details, collect dietary requirements, create the programme schedule and confirm the performance order.
How much technical equipment does an ensemble competition need?: Allow at least 2 to 3 hours before the first performance for technical setup and testing. Check microphones, microphone stands, mixer, speakers, laptop, extension cords, power strips and music stands together in the venue.
When should I order prizes and certificates for an ensemble competition?: Order prizes and certificates at least 3 weeks before the event, once the competition categories and participant information are final. Keep a spare certificate and a printed results or contact sheet available on the day.

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.