How to organize a music competition

Start by fixing the competition format before booking anything else: decide who can enter, how long each act performs, how judging works and when winners are announced. Then secure a venue that can handle the stage, audience, jury tables and sound equipment. Registrations, technical requirements and dietary needs should be collected early, because they determine the running order and catering. In the final week, confirm every participant, test the music files and give volunteers one printed schedule with named responsibilities.

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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 competition format
2 people
2
Reserve venue
3
Approach jury members
2 people
4
Record performing acts
2 people
5
Create a registration form
6
Publish the competition rules
7
Send invitations
2 people
8
Post promotion online
9
Distribute posters
3 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Ask about technical requirements
2 people
13
Create the performance schedule
2 people
14
Prepare jury criteria
2 people
15
Order prizes
16
Gather music files
2 people
17
Print the run sheet
18
Recruit volunteers
2 people
19
Assign volunteers
2 people
20
Confirm participants
2 people
21
Write presentation texts
22
Publish the program online
23
Order catering
24
Check prizes and certificates
2 people
25
Do the shopping
2 people
26
Chill drinks
2 people
27
Prepare music files
2 people
28
Pick up venue keys
29
Inspect hall and backstage
2 people
30
Mark off the stage area
3 people
31
Set up tables and chairs
4 people
32
Set up the sound system
3 people
33
Connect lights and cables
3 people
34
Hang up decorations
2 people
35
Set up judges' table
2 people
36
Set up the registration table
2 people
37
Set up the catering buffet
3 people
38
Prepare backstage
2 people
39
Perform the technical sound check
3 people
40
Soundcheck acts
3 people
41
Brief the jury
2 people
42
Brief volunteers
2 people

Event

43
Register participants
3 people
44
Welcome the audience
3 people
45
Distribute program
2 people
46
Announce the opening
47
Guide the performances
3 people
48
Collect judging forms
49
Serve drinks
3 people
50
Refill drinks
2 people
51
Refill snacks
2 people
52
Guide the audience vote
2 people
53
Process the jury results
2 people
54
Announce the break program
55
Facilitate the final performances
3 people
56
Announce the winners
2 people
57
Present prizes
3 people
58
Present closing
59
See the audience out
3 people

Aftercare

60
Turn off the sound equipment
2 people
61
Clean up catering
3 people
62
Dismantle furniture
4 people
63
Remove decorations
2 people
64
Collect waste
3 people
65
Wash dishes
2 people
66
Clean the room
3 people
67
Clean backstage
2 people
68
Pack equipment securely
3 people
69
Return borrowed items
2 people
70
Hand over the venue
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Jury tablesqty 2
Stoolsqty 8
Clothes racksqty 2

Equipment

Active speakersqty 4
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Headphonesqty 2
Laptopqty 2
USB sticksqty 4
Extension cordsqty 8
Power stripsqty 8
Audio cablesqty 12
Instrument cablesqty 8
Gaffer tapeqty 6
Cable traysqty 10
Music standsqty 8
Cable reelsqty 4

Lighting

Stage spotlightsqty 6
Lighting standqty 2
Mood lightingqty 6
Flashlightsqty 4

Tableware

Drinking glassesqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Coffee potsqty 4
Teapotsqty 3

Kitchen

Coolersqty 6
Serving plattersqty 12
Serving tongsqty 8
Serving jugsqty 6
Thermos flasksqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Ice packsqty 24

Decorations

Competition bannersqty 4
Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 12
Name badgesqty 30
Directional signsqty 12
Photo backdrop

Cleaning

Waste binsqty 10
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the performance limits before opening registration. For example, allow each act a fixed number of minutes and include a separate changeover time, so the schedule does not overrun after the first few performances.
Ask every registered act for its technical requirements at least 14 days before the competition. Confirm instruments, microphones, DI boxes, backing tracks and file formats instead of discovering missing connections at soundcheck.
Build the performance schedule around realistic changeovers. Allow at least 10 minutes between acts using different equipment, and send the final order to participants no later than 3 days before the event.
Prepare the jury criteria before judging starts and print one score sheet per jury member plus a spare. Brief the jury on scoring and tie-breaks before the first act, not during a dispute after the final performance.
Assign volunteers to specific jobs and shifts, including registration, stage changes, artist support and front-of-house tasks. Print the run sheet and keep a second copy at the sound desk, where last-minute changes are most likely to happen.

Frequently asked questions

How long does it take to organize a music competition?: Allow at least 8 to 12 weeks for a small competition. You need time to reserve the venue, recruit jury members, publish rules, collect registrations, arrange prizes and confirm technical requirements.
How many songs can each performer play in a music competition?: Choose a fixed performance limit before registration, such as 10 minutes per act or two songs. Add around 10 minutes for changeovers when calculating the total program length.
When should music competition registrations close?: Close registrations at least 3 weeks before the event. Use the final weeks to process entries, collect dietary and technical requirements, create the schedule and confirm every participant.
How many jury members do you need for a music competition?: Use at least 3 jury members so one individual score does not determine the result. Give them the criteria and scoring method at least 7 days before the competition, then prepare a clear process for tied scores.

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