How to organize a band competition

Start by fixing the competition format, venue and rules before inviting bands. Then build the program around registration deadlines, technical requirements, judging and the available stage time. A band competition often runs late because sound checks, changeovers and judging are treated as small details rather than part of the schedule. Confirm every band’s lineup and equipment needs early, and turn the final decisions into one run sheet for judges, performers, technicians and volunteers.

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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
Define the competition concept
2 people
2
Confirm venue
3
Draw up the competition rules
2 people
4
Assign judges
5
Contact the performing bands
2 people
6
Publish registration form
7
Send invitations
2 people
8
Post on social media
9
Process registrations
10
Check band details
11
Gather technical requirements
2 people
12
Collect dietary requirements
13
Make reservations
14
Compile program
2 people
15
Draw the performance order
2 people
16
Make jury forms
17
Develop the run sheet
2 people
18
Schedule volunteers
19
Confirm tech delivery
20
Hang up promotion
2 people
21
Open audience registration
22
Arrange prizes and certificates
23
Send band confirmations
24
Print the run sheet
25
Do the shopping
2 people
26
Chill drinks
2 people
27
Prepare snacks
3 people
28
Open venue
2 people
29
Clean the audience area
2 people
30
Check the stage floor
2 people
31
Set up the stage
4 people
32
Set up the sound system
3 people
33
Set up lighting
2 people
34
Set up tables and chairs
3 people
35
Set up judges' table
2 people
36
Set up the bar
3 people
37
Set up backstage
2 people
38
Lay technical lines
3 people
39
Test microphones
2 people
40
Place program and signs
2 people
41
Set up catering
3 people
42
Give the jury briefing
2 people
43
Perform tire check
4 people

Event

44
Open band registration
2 people
45
Welcome the audience
3 people
46
Distribute program
2 people
47
Serve drinks
3 people
48
Serve snacks
2 people
49
Give the opening speech
50
Guide bands backstage
2 people
51
Announce performances
52
Provide technical support for performances
3 people
53
Hand out judging forms
54
Collect jury forms
55
Refill drinks
2 people
56
Empty trash bins
2 people
57
Answer audience questions
2 people
58
Announce break
59
Facilitate jury deliberation
2 people
60
Announce the winner
2 people
61
Present prizes
3 people
62
Handle the farewell to the audience
63
Escort the audience outside
3 people

Aftercare

64
Close the bar
3 people
65
Turn off the sound equipment
2 people
66
Tear down stage
4 people
67
Take down lighting equipment
2 people
68
Clear tables and chairs
3 people
69
Wash dishes
3 people
70
Collect waste
3 people
71
Clean the venue
4 people
72
Collect lost and found items
73
Inventory equipment
2 people
74
Return rented items
2 people
75
Store remaining catering
2 people
76
Send results to bands
77
Publish thank-you message

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
High tablesqty 8
Beer tablesqty 6
Chairsqty 80
Judges' table
Bar stoolsqty 4

Equipment

PA sound system
Mixing console
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 6
Instrument cablesqty 12
XLR cablesqty 16
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Mobile phone chargersqty 4
Batteriesqty 24
Hand trucksqty 2
Toolboxesqty 2
Gaffer tapeqty 6
Cable tiesqty 200
Spare fusesqty 10

Lighting

Stage spotlightsqty 6
Light standsqty 2
Mood lightingqty 10
Light cablesqty 8

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving traysqty 6
Pliersqty 6
Pouring jugsqty 6

Decorations

Stage backdrop
Competition bannersqty 4
Tableclothsqty 10
Name badgesqty 30
Tapeqty 6
Painter's tapeqty 6
Directional signsqty 20
Chalkboardqty 2
Chalk markersqty 6

Catering

Groceries

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8

Office

Jury formsqty 40
Pensqty 30
Program bookletsqty 150
Wristbandsqty 150
Name stickersqty 60
Prize certificatesqty 6
Envelopesqty 20

Tips

Set the registration deadline before promoting the event, then leave at least 7 days to check band details and technical requirements. This gives you time to resolve missing information before drawing the performance order.
Build the program backwards from the venue’s end time. Allow a separate sound-check or setup window for each band, plus 10–15 minutes between performances for equipment changes and stage resets.
Confirm the PA system, mixing console, monitors, microphones, DI boxes and cables against the bands’ submitted requirements at least 14 days before the competition. Do not assume a band’s standard setup matches your available equipment.
Give judges printed forms and a written scoring system before the first performance. Schedule a fixed judging period after the final band, and prepare certificates or prizes before event day rather than during the results announcement.
Assign volunteers to specific jobs, including band check-in, stage changes, audience registration and refreshments. Print the run sheet on the day and give copies to the stage manager, sound team, judges and front-of-house lead.

Frequently asked questions

How far in advance should I organize a band competition?: Start at least 8–12 weeks before the event. Use the first 2 weeks to confirm the venue, rules and judges, then allow several weeks for registration, promotion and technical checks.
How long should each band get on stage?: Set a fixed performance limit, such as 20–30 minutes, and state whether setup and changeover time count toward it. Add 10–15 minutes between bands so the schedule does not collapse after the first delay.
When should I collect technical requirements from bands?: Ask for each band’s lineup, instruments, microphones, DI boxes and monitor needs when they register. Confirm the final requirements no later than 14 days before the competition and send the stage plan to the sound team.
How many judges do I need for a band competition?: Use at least 3 judges so one person’s opinion does not determine the result. Give them the same scoring form and reserve 20–30 minutes after the final performance to total scores and confirm the winner.

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.