Music competition checklist: what to arrange and when

A music competition depends on more than a running order and a microphone. You need firm rules, confirmed performers, judges who know the scoring process, and a technical setup that matches every act. This checklist takes you from registrations and music files to certificates, prizes, refreshments and the final venue inspection. Start with the competition format, then work toward a timed performance schedule so missing information is found before setup day.

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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 the competition rules
2 people
Invite the judges
Invite participants
2 people
Send invitations
2 people
Process registrations
2 people
Prepare performance schedule
2 people
Confirm participants
2 people
Gather music files
2 people
Gather technical requirements
2 people
Collect dietary requirements
Prepare jury briefing
Create evaluation forms
Print the program
Print participant lists
Prepare certificates
2 people
Order prizes
Reserve venue
Reserve audio equipment
Reserve drinks service
Check the shopping list
2 people
Do the shopping
3 people
Collect equipment
2 people
Collect prizes
Inspect venue
2 people
Check escape routes
2 people
Set up the registration table
2 people
Mark public access
2 people
Clear the stage area
4 people
Set up the stage
4 people
Set up jury tables
2 people
Set up audience chairs
4 people
Set up the sound system
3 people
Connect microphones
2 people
Test instrument connections
2 people
Set up lighting
2 people
Set up the jury room
2 people
Set up registration desk
2 people
Hang up decorations
2 people
Display prizes
Chill drinks
2 people
Set up coffee station
2 people
Prepare snacks
3 people
Set up the participant area
2 people
Perform the technical sound check
3 people
Review performances
3 people
Brief the jury
Brief volunteers
2 people
Prepare first aid supplies
Check toilets
2 people

Event

Open registration
3 people
Receive participants
2 people
Welcome the audience
3 people
Distribute program
2 people
Give the opening speech
Announce competition events
Set up the participants
2 people
Guide the performances
3 people
Play music
Operate microphones
Monitor sound level
Hand out judging forms
Collect jury forms
Process interim results
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Serve coffee and tea
2 people
Provide the jury break
2 people
Guide participants
2 people
Answer audience questions
2 people
Determine the winners
3 people
Announce the awards ceremony
Present prizes
2 people
Hand out certificates
2 people
Give the closing speech
See the audience out
3 people
Check out participants
2 people

Aftercare

Collect lost and found items
2 people
Switch off equipment
2 people
Dismantle audio equipment
3 people
Dismantle lighting equipment
2 people
Dismantle the stage
4 people
Clear away chairs
4 people
Clear tables
3 people
Remove decorations
2 people
Collect tableware
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Count inventory
Return equipment
2 people
Hand over the venue
2 people
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 rules before inviting participants. Define the performance length, judging criteria, eligibility and registration deadline, then use those rules consistently when processing entries.
Ask for each performer’s music file and technical requirements at registration. Set a clear cut-off several days before the competition so you can test playback, microphones, DI boxes and other audio connections.
Build the performance schedule only after registrations are checked and participants are confirmed. Leave a timed changeover period between acts instead of scheduling performances back to back.
Brief the judges before the first performance and prepare one evaluation form per judging place, plus a few spare copies. Print the program and participant lists after the schedule is final, not before.
Inspect the venue before equipment arrives. Check stage sections, jury and registration tables, power points, escape routes and work lighting, then confirm that drinks service, prizes and certificates are ready before doors open.

Frequently asked questions

How far in advance should I organise a music competition?: Begin planning at least 8 to 12 weeks before the event. Set the rules and reserve the venue first, then invite judges and participants before arranging the schedule and technical details.
When should I close music competition registrations?: Close registrations at least 10 to 14 days before the competition. This gives you time to confirm participants, gather music files and technical requirements, and produce a workable performance schedule.
What sound equipment do I need for a music competition?: Allow time to confirm speakers, a mixing console, microphones, stands, DI boxes, audio cables and power supplies. Request each act’s requirements before the final schedule, then test the complete setup at least one day before the event.
How long should a music competition changeover take?: Allow at least 10 minutes between simple acts and 15 to 20 minutes when instruments or stage sections must change. Add these gaps to the schedule so delays do not push judging and refreshments into the wrong time slot.

Start this plan in Lizzt

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