Music Competition Planning Checklist

A music competition needs more than a stage and a running order. You need time to define the format, secure a venue, recruit judges, collect registrations, and check every performer’s technical needs. This checklist takes you from the first decisions through the event-day setup, including the details that are often left too late: music files, jury criteria, certificates, volunteer roles, catering, and cable safety. Work through the plan in sequence so participants, judges, and crew all know what happens next.

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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
Reserve venue
Approach jury members
2 people
Record performing acts
2 people
Create a registration form
Publish the competition rules
Send invitations
2 people
Post promotion online
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Ask about technical requirements
2 people
Create the performance schedule
2 people
Prepare jury criteria
2 people
Order prizes
Gather music files
2 people
Print the run sheet
Recruit volunteers
2 people
Assign volunteers
2 people
Confirm participants
2 people
Write presentation texts
Publish the program online
Order catering
Check prizes and certificates
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare music files
2 people
Pick up venue keys
Inspect hall and backstage
2 people
Mark off the stage area
3 people
Set up tables and chairs
4 people
Set up the sound system
3 people
Connect lights and cables
3 people
Hang up decorations
2 people
Set up judges' table
2 people
Set up the registration table
2 people
Set up the catering buffet
3 people
Prepare backstage
2 people
Perform the technical sound check
3 people
Soundcheck acts
3 people
Brief the jury
2 people
Brief volunteers
2 people

Event

Register participants
3 people
Welcome the audience
3 people
Distribute program
2 people
Announce the opening
Guide the performances
3 people
Collect judging forms
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Guide the audience vote
2 people
Process the jury results
2 people
Announce the break program
Facilitate the final performances
3 people
Announce the winners
2 people
Present prizes
3 people
Present closing
See the audience out
3 people

Aftercare

Turn off the sound equipment
2 people
Clean up catering
3 people
Dismantle furniture
4 people
Remove decorations
2 people
Collect waste
3 people
Wash dishes
2 people
Clean the room
3 people
Clean backstage
2 people
Pack equipment securely
3 people
Return borrowed items
2 people
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 competition format before opening registration. Decide how many acts can perform, how long each slot lasts, whether there are heats or a final, and how winners will be selected.
Ask about technical requirements as soon as performers register. Collect instrument, microphone, playback, and DI needs early enough to test the mixer, speakers, cables, and power distribution before doors open.
Create the performance schedule only after registrations are processed and requirements are checked. Send the confirmed schedule to participants and volunteers, then print a run sheet for the event team.
Prepare the jury criteria before the first performance. Give each jury member the same scoring structure, table space, and presentation information so scores can be compared consistently.
Treat the final week as a verification period, not a shopping period. Check prizes and certificates, gather all music files on at least two USB sticks, confirm catering and dietary requirements, and test lighting and audio equipment before the event day.

Frequently asked questions

How far in advance should I organise a music competition?: Start planning at least 8 to 12 weeks before the competition. Book the venue and approach jury members first, then allow several weeks for promotion, registrations, scheduling, and technical checks.
When should music competition registrations close?: Close registrations at least 2 to 3 weeks before the event. This gives you time to process entries, collect dietary and technical requirements, create the performance schedule, and confirm every participant.
How many volunteers do I need for a music competition?: Plan for at least 1 volunteer per key area: registration, stage coordination, equipment support, jury support, and audience or catering duties. For a small competition, 5 to 8 volunteers usually provides basic coverage without leaving one person responsible for everything.
When should I collect performers' music files and technical requirements?: Request both when performers register, then set a final submission deadline 7 to 10 days before the event. Keep the files together on two USB sticks and use the submitted requirements to finalise the soundcheck and schedule.

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.