Music Competition Checklist

A music competition depends on decisions being made early: the format, judging criteria, venue, sound setup, and registration process all affect the rest of the plan. Start by setting the competition rules and approaching jury members, then open registrations and confirm every participant. In the final week, lock the performance order, collect music files, test each act technically, and prepare jury forms, certificates, catering, and audience information. This checklist keeps the planning sequence clear from the first decision to opening the venue.

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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

Set competition format
2 people
Approach jury members
2 people
Reserve venue
Reserve audio equipment
Draw up competition rules
2 people
Create a registration form
Send invitations
2 people
Publish promotion
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Create the performance order
2 people
Print jury criteria
Print audience information
Gather music files
2 people
Check performances technically
2 people
Order catering
Arrange prizes and certificates
2 people
Send program to attendees
Do the shopping
3 people
Collect equipment
2 people
Print participant list
Prepare the jury forms

Event

Open venue
2 people
Set up tables and chairs
4 people
Clear the stage area
3 people
Set up the sound system
3 people
Set up lighting
2 people
Set up judges' table
2 people
Set up check-in desk
2 people
Set up the catering table
2 people
Chill drinks
2 people
Prepare snacks
3 people
Perform the technical sound check
3 people
Receive participants
3 people
Quickly soundcheck the performances
3 people
Brief the jury
2 people
Welcome the audience
3 people
Open the match
Guide the performances
4 people
Serve break snacks
3 people
Refill drinks
2 people
Guide the audience vote
2 people
Collect jury scores
2 people
Calculate the result
2 people
Announce finalists
Lead the final
4 people
Facilitate the jury meeting
2 people
Announce the winners
2 people
Present prizes
2 people
Play farewell music
See the audience out
3 people
Turn off the sound equipment
2 people

Aftercare

Clean up catering
3 people
Collect waste
3 people
Wash dishes
3 people
Clear away chairs and tables
4 people
Take down the sound system
3 people
Dismantle the lighting setup
2 people
Clean the venue
4 people
Check borrowed materials
2 people
Return equipment
2 people
Store leftover stock
2 people
Publish results online
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 competition format before inviting performers. Decide the number of categories, performance length, scoring method, and maximum number of entries so your registration form and schedule match.
Approach jury members at least 6–8 weeks ahead. Give them the competition rules, judging criteria, expected arrival time, and the approximate number of performances before they agree.
Close registrations early enough to build a realistic running order. Allow at least 7 days between the registration deadline and the event to confirm participants, collect dietary requirements, and resolve missing information.
Treat the technical check as a separate deadline, not a quick soundcheck. Collect music files several days in advance and test microphones, DI boxes, monitor speakers, the mixer, laptop, and audio interface before performers arrive.
Prepare the room in the order people will use it. Set up stage blocks, speakers, lighting, jury tables, audience seating, cable trays, extension cords, and power strips before opening the venue, then secure cables with gaffer tape and cable ties.

Frequently asked questions

How far in advance should I organize a music competition?: Start planning at least 8–12 weeks before the event. Reserve the venue and audio equipment first, then allow 6–8 weeks for jury invitations and promotion, with the final week reserved for technical checks and printed materials.
How do I create a running order for a music competition?: Create it after registrations close and participant details are confirmed, ideally 7 days before the event. Add each performance length, changeover time, breaks, and jury scoring time so the schedule does not rely on back-to-back estimates.
When should performers send their music files?: Set the submission deadline 5–7 days before the competition. Test every file on the event laptop and audio interface, keep backup copies on at least two USB sticks, and contact anyone whose file is missing or incompatible.
What equipment is needed for a music competition?: Plan the sound system at least 2 weeks ahead, including speakers, subwoofers, a mixer, wireless microphones, microphone stands, DI boxes, monitors, a laptop, and an audio interface. Also prepare extension cords, power strips, cable trays, gaffer tape, and cable ties for a safe setup.

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.