How to organize a music competition from start to finish

Start by deciding how the competition will work, then build the practical plan around that format. You need a confirmed jury, a suitable venue, reliable audio equipment and clear rules before registrations open. After entries come in, the key work is scheduling performances, checking every act technically and preparing information for the jury and audience. Most problems happen when music files, power connections, dietary requirements or the final running order are left until the last week.

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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
Approach jury members
2 people
3
Reserve venue
4
Reserve audio equipment
5
Draw up competition rules
2 people
6
Create a registration form
7
Send invitations
2 people
8
Publish promotion
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm participants
2 people
12
Create the performance order
2 people
13
Print jury criteria
14
Print audience information
15
Gather music files
2 people
16
Check performances technically
2 people
17
Order catering
18
Arrange prizes and certificates
2 people
19
Send program to attendees
20
Do the shopping
3 people
21
Collect equipment
2 people
22
Print participant list
23
Prepare the jury forms

Event

24
Open venue
2 people
25
Set up tables and chairs
4 people
26
Clear the stage area
3 people
27
Set up the sound system
3 people
28
Set up lighting
2 people
29
Set up judges' table
2 people
30
Set up check-in desk
2 people
31
Set up the catering table
2 people
32
Chill drinks
2 people
33
Prepare snacks
3 people
34
Perform the technical sound check
3 people
35
Receive participants
3 people
36
Quickly soundcheck the performances
3 people
37
Brief the jury
2 people
38
Welcome the audience
3 people
39
Open the match
40
Guide the performances
4 people
41
Serve break snacks
3 people
42
Refill drinks
2 people
43
Guide the audience vote
2 people
44
Collect jury scores
2 people
45
Calculate the result
2 people
46
Announce finalists
47
Lead the final
4 people
48
Facilitate the jury meeting
2 people
49
Announce the winners
2 people
50
Present prizes
2 people
51
Play farewell music
52
See the audience out
3 people
53
Turn off the sound equipment
2 people

Aftercare

54
Clean up catering
3 people
55
Collect waste
3 people
56
Wash dishes
3 people
57
Clear away chairs and tables
4 people
58
Take down the sound system
3 people
59
Dismantle the lighting setup
2 people
60
Clean the venue
4 people
61
Check borrowed materials
2 people
62
Return equipment
2 people
63
Store leftover stock
2 people
64
Publish results online
65
Thank participants

What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Jury tablesqty 2
Bar stoolsqty 4
Clothes racksqty 2
Stage blocksqty 4

Equipment

Speakersqty 2
Subwoofersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 4
Monitor speakersqty 2
Laptop
Audio interface
USB sticksqty 4
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Gaffer tapeqty 6
Cable tiesqty 100

Lighting

Stage spotlightsqty 4
Light standsqty 2
Mood lightingqty 4
Battery lampsqty 6

Tableware

Water glassesqty 120
Coffee cupsqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 3
Water jugsqty 6

Kitchen

Coolersqty 4
Coolersqty 2
Cutting boardsqty 4
Chef's knifeqty 2
Bread knivesqty 2
Measuring cupsqty 2
Thermos flasksqty 4
Serving tableclothsqty 6

Decorations

Stage backdrop
Competition banner
Directional signsqty 8
Name badgesqty 40
Table décorqty 10
Prize tablecloth
Appreciation certificatesqty 25
Trophiesqty 3
Medal ribbonsqty 20

Cleaning

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

Catering

Groceries

Tips

Set the format and judging criteria before inviting performers. Decide how long each performance lasts, how many acts can enter and how the jury will score them, then use those decisions in the rules and registration form.
Approach jury members and reserve the venue early, ideally several weeks before registrations close. A jury table, printed criteria and a quiet place for scoring are easy to overlook when the stage layout is being planned.
Collect technical details with each registration, including instruments, microphones, backing tracks and connection needs. Gather music files before the event and test every performance with the mixer, DI boxes, monitors and microphones during the technical check.
Create the performance order only after registrations are confirmed. Send the program to attendees in advance, print a participant list and keep a separate copy backstage so changes do not leave performers or the audience guessing.
Plan the final setup as a timed sequence: open the venue, place tables and chairs, build the stage, run cables safely with cable trays and gaffer tape, then test sound and lighting before guests arrive. Order catering after collecting dietary requirements, and keep prizes and certificates ready before the first act begins.

Frequently asked questions

How far in advance should I organize a music competition?: Allow at least 8 to 12 weeks for a small or medium competition. This gives you time to secure the venue and jury, publish the rules, process registrations, collect music files and complete a technical check.
How do I create a running order for a music competition?: Make the running order after registrations close and all participants are confirmed, usually 1 to 2 weeks before the event. Include performance length, changeover time and any technical requirements, then send the final program to attendees.
What audio equipment is needed for a music competition?: The exact setup depends on the acts, but plan for speakers, subwoofers, a mixer, microphones, stands, DI boxes, monitor speakers and a laptop or audio interface for playback. Test the full system and every performance at least 2 to 3 hours before doors open.
When should I collect dietary requirements for the catering?: Ask for dietary requirements during registration and confirm the final numbers 7 to 10 days before the competition. Place the catering order only after you know the participant, jury and guest totals.

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.