How to organise an orchestra competition

An orchestra competition needs a clear process long before the first ensemble arrives. Start by fixing the rules, entry requirements and judging method, then open registration with a firm closing date. Once the entries are checked, build the performance schedule around repertoire length, stage changes and available rehearsal space. The final weeks are about turning that plan into a workable event: brief the jury, inform orchestras and audience, prepare volunteers, and test the stage, sound and safety arrangements.

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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
Set the match rules
2 people
2
Invite participating orchestras
2 people
3
Open registration
4
Process registrations
2 people
5
Register musical pieces
2 people
6
Check participant details
2 people
7
Collect dietary requirements
8
Invite the judges
2 people
9
Arrange jury compensation
10
Reserve venue
2 people
11
Check permits
12
Check insurance
13
Draw up the match schedule
2 people
14
Prepare jury instructions
2 people
15
Have the program printed
16
Send participant information
2 people
17
Send audience invitations
2 people
18
Recruit volunteers
2 people
19
Assign volunteers
2 people
20
Record emergency contact
21
Prepare parking information
22
Design route signs
23
Order prizes and certificates
2 people
24
Check music stands
2 people
25
Plan instrument storage
2 people
26
Order catering
2 people
27
Do the shopping
2 people
28
Reserve equipment
2 people
29
Brief the photographer
30
Print the run sheet

Event

31
Open venue
2 people
32
Keep loading and unloading zone clear
2 people
33
Set up the reception desk
2 people
34
Set up the competition area
5 people
35
Set up audience seating
4 people
36
Set up judges' table
2 people
37
Connect the technical equipment
3 people
38
Check the lighting
2 people
39
Put up route signs
2 people
40
Build the catering buffet
3 people
41
Chill drinks
2 people
42
Prepare registration materials
2 people
43
Receive the jury
2 people
44
Welcome the orchestras
4 people
45
Register attendance
2 people
46
Hand out programs
2 people
47
Welcome the audience
3 people
48
Give the opening speech
49
Announce competition events
50
Escort orchestras to the stage
2 people
51
Coordinate transitions between orchestras
3 people
52
Hand out judging forms
53
Collect jury forms
54
Monitor the schedule
55
Serve catering
3 people
56
Refill drinks
2 people
57
Refill coffee and tea
2 people
58
Check toilets
2 people
59
Collect waste
2 people
60
Prepare awards ceremony
2 people
61
Announce the winners
2 people
62
Award prizes and certificates
3 people
63
Deliver the closing speech
64
See the audience out
3 people
65
See off the orchestra
3 people

Aftercare

66
Switch off the equipment
3 people
67
Clear out instrument storage
3 people
68
Dismantle furniture
5 people
69
Remove decorations
2 people
70
Collect tableware
3 people
71
Wash dishes
3 people
72
Empty and clean coolers
2 people
73
Sort and remove waste
3 people
74
Clean the venue
4 people
75
Clean the restrooms
2 people
76
Collect lost and found items
77
Send results digitally
78
Send thank-you message
79
Inventory materials
2 people
80
Return borrowed materials
2 people
81
Return rented equipment
2 people
82
Lock up the venue
2 people

What to bring

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

Furniture

Reception tablesqty 3
Jury tablesqty 3
Catering tablesqty 6
Audience chairsqty 300
Judges' chairsqty 6
Changing room chairsqty 40
Stage sectionsqty 12
Bollardsqty 12
Barrier tapeqty 4
Clothes racksqty 6

Equipment

Music standsqty 100
Lectern lampsqty 40
Conductor podiumsqty 8
Microphonesqty 6
Microphone standsqty 6
Mixer
Speakersqty 2
Monitor speakersqty 2
Amplifier
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 6
Laptopqty 2
Presentation screen
Projector
Walkie-talkiesqty 8
Timerqty 2
Camera

Lighting

Stage spotlightsqty 6
LED lampsqty 10
Batteriesqty 40

Tableware

Coffee cupsqty 100
Glassesqty 300
Platesqty 300
Cutlery setsqty 300
Serving spoonsqty 12
Thermos flasksqty 8

Kitchen

Coolersqty 8
Ice containersqty 4
Serving traysqty 20
Scissorsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 12
Aluminum foilqty 4

Decorations

Competition bannersqty 6
Stage backdrop
Tableclothsqty 12
Name badgesqty 30
Directional signsqty 12
Program standsqty 6

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2
Toilet brushesqty 4

Catering

Groceries

Tips

Set the competition format before inviting orchestras. Write down performance limits, required musical pieces, judging criteria, scoring procedures and tie-break rules so every participant receives the same information.
Close registration early enough to verify every orchestra’s details and dietary requirements. Allow at least 7 days after the deadline to resolve missing information, register repertoire and create the final running order.
Build the schedule with changeover time, not just performance time. Allow about 15 minutes between orchestras for musicians, conductors, music stands and equipment to leave and enter the stage without delaying the jury.
Give judges a complete briefing at least 3 days before the competition. Include the running order, jury instructions, scoring sheets, emergency contact details and the agreed compensation arrangements.
Treat the venue setup as a timed technical rehearsal. Check stage sections, conductor podiums, music stands, microphones, speakers, cables, lighting and instrument storage before the audience arrives; keep walkie-talkies and a timer with the event team.

Frequently asked questions

How far in advance should I organise an orchestra competition?: Start at least 6 months before the competition if several orchestras and a jury are involved. Reserve the venue and invite orchestras first, then allow the final 4 to 6 weeks for registrations, scheduling, printing and technical preparation.
When should orchestra competition registration close?: Close registration 6 to 8 weeks before the event. This leaves at least 7 days to check participant details and repertoire, followed by enough time to draw up the schedule and send confirmed information.
How much changeover time should be scheduled between orchestras?: Plan around 15 minutes between performances as a starting point. Add more time when ensembles use different stage layouts, large instruments or shared equipment, and test the estimate during a venue rehearsal.
How early should judges receive the competition information?: Send the jury briefing at least 3 days before the event, preferably 7 days ahead. Include the timetable, judging instructions, venue access, compensation details and a named contact for urgent questions.

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