How to organize a music competition

A music competition runs smoothly when decisions are made in the right order. Start with the rules, judging criteria and entry process before inviting performers. Then secure the judges and venue, build the performance schedule, and collect every music file and technical requirement. In the final week, focus on the jury briefing, printed materials, certificates, prizes and the sound setup. A detailed plan also prevents late surprises such as missing cables, unsuitable power supplies or dietary requirements that were never collected.

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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 competition rules
2 people
2
Invite the judges
3
Invite participants
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Prepare performance schedule
2 people
7
Confirm participants
2 people
8
Gather music files
2 people
9
Gather technical requirements
2 people
10
Collect dietary requirements
11
Prepare jury briefing
12
Create evaluation forms
13
Print the program
14
Print participant lists
15
Prepare certificates
2 people
16
Order prizes
17
Reserve venue
18
Reserve audio equipment
19
Reserve drinks service
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Collect equipment
2 people
23
Collect prizes
24
Inspect venue
2 people
25
Check escape routes
2 people
26
Set up the registration table
2 people
27
Mark public access
2 people
28
Clear the stage area
4 people
29
Set up the stage
4 people
30
Set up jury tables
2 people
31
Set up audience chairs
4 people
32
Set up the sound system
3 people
33
Connect microphones
2 people
34
Test instrument connections
2 people
35
Set up lighting
2 people
36
Set up the jury room
2 people
37
Set up registration desk
2 people
38
Hang up decorations
2 people
39
Display prizes
40
Chill drinks
2 people
41
Set up coffee station
2 people
42
Prepare snacks
3 people
43
Set up the participant area
2 people
44
Perform the technical sound check
3 people
45
Review performances
3 people
46
Brief the jury
47
Brief volunteers
2 people
48
Prepare first aid supplies
49
Check toilets
2 people

Event

50
Open registration
3 people
51
Receive participants
2 people
52
Welcome the audience
3 people
53
Distribute program
2 people
54
Give the opening speech
55
Announce competition events
56
Set up the participants
2 people
57
Guide the performances
3 people
58
Play music
59
Operate microphones
60
Monitor sound level
61
Hand out judging forms
62
Collect jury forms
63
Process interim results
2 people
64
Serve drinks
3 people
65
Refill drinks
2 people
66
Serve snacks
3 people
67
Serve coffee and tea
2 people
68
Provide the jury break
2 people
69
Guide participants
2 people
70
Answer audience questions
2 people
71
Determine the winners
3 people
72
Announce the awards ceremony
73
Present prizes
2 people
74
Hand out certificates
2 people
75
Give the closing speech
76
See the audience out
3 people
77
Check out participants
2 people

Aftercare

78
Collect lost and found items
2 people
79
Switch off equipment
2 people
80
Dismantle audio equipment
3 people
81
Dismantle lighting equipment
2 people
82
Dismantle the stage
4 people
83
Clear away chairs
4 people
84
Clear tables
3 people
85
Remove decorations
2 people
86
Collect tableware
3 people
87
Wash dishes
3 people
88
Collect waste
3 people
89
Clean the venue
4 people
90
Clean the restrooms
2 people
91
Count inventory
92
Return equipment
2 people
93
Hand over the venue
2 people
94
Store remaining supplies
2 people

What to bring

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

Furniture

Stage sectionsqty 12
Jury tablesqty 3
Registration tablesqty 2
Buffet tablesqty 4
Foldable tablesqty 8
Chairsqty 180
Bar stoolsqty 6
Clothes racksqty 2

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 16
Extension cordsqty 10
Power stripsqty 8
Laptop
USB sticksqty 3
Headphonesqty 2

Lighting

Stage spotlightsqty 6
Light standsqty 2
Work lightsqty 4

Tableware

Drinking glassesqty 220
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Coffee potsqty 4
Teapotsqty 3

Kitchen

Refrigeratorsqty 2
Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 8
Serving spoonsqty 8
Cutting boardsqty 4
Bread knivesqty 3
Measuring cupsqty 3

Decorations

Competition banner
Stage backdrop
Tableclothsqty 12
Buntingqty 6
Flower arrangementsqty 4
Table numbersqty 12
Name badgesqty 40

Sports equipment

Bollardsqty 12
Barrier tapeqty 2

Catering

Serving bowlsqty 12
Snack plattersqty 12
Drink dispensersqty 4
Waste binsqty 8
Trophiesqty 3
Medal ribbonsqty 20
Groceries

Cleaning

Bucketsqty 4
Mopsqty 6
Broomsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Paper towel dispensersqty 4
Toilet brushesqty 4
Drying racksqty 3

Tips

Set the competition format before opening registration: decide the performance limits, scoring categories, tie-break procedure and timetable so participants know exactly what they are entering.
Invite judges and participants early, then set a firm registration deadline. Use the final 7 days to confirm every performer, rather than rebuilding the schedule around last-minute withdrawals.
Collect music files and technical requirements before preparing the running order. Ask for playback formats, microphone needs, DI boxes and instrument inputs, then allow time for a complete sound check.
Prepare the jury briefing and evaluation forms before competition day. Print the program, participant lists and certificates at least 24 hours in advance, and keep spare copies at the registration desk.
Inspect the venue before bringing in stage sections, jury tables, speakers and lighting. Check escape routes, power points and cable paths first; reserve enough setup time for the mixing console, microphones and work lights.

Frequently asked questions

How far in advance should I organize a music competition?: Start planning at least 8 to 12 weeks ahead. Invite judges and participants early, reserve the venue and audio equipment, and close registrations early enough to prepare the final schedule.
How do I make a schedule for a music competition?: Allow time for registration, sound checks, performances, judge deliberation and breaks. Build the first version after registration closes, then confirm every participant and publish the final program at least 24 hours before the event.
What should I collect from music competition participants?: Collect contact details, performance length, music files, technical requirements and dietary requirements. Set the submission deadline 7 days before the competition so missing files or equipment needs can be resolved.
How long does setup take for a music competition?: Allow at least 3 to 4 hours for a venue with a stage, jury area, registration desk, audio equipment and lighting. Finish the equipment check and sound check before participants arrive, with extra time for cable and power problems.

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.