Orchestra competition checklist: what to arrange and when
Organising an orchestra competition involves more than booking a stage and inviting ensembles. You need time to process registrations, confirm repertoire, brief judges, build a workable running order and prepare equipment for quick changeovers. Venue access, instrument storage, parking, dietary requirements and emergency contacts are easy to leave until the final week. This checklist brings those details into one plan, from setting the competition rules through to preparing the jury tables, music stands, sound equipment and audience areas.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Set the match rules
2 people
Invite participating orchestras
2 people
Open registration
Process registrations
2 people
Register musical pieces
2 people
Check participant details
2 people
Collect dietary requirements
Invite the judges
2 people
Arrange jury compensation
Reserve venue
2 people
Check permits
Check insurance
Draw up the match schedule
2 people
Prepare jury instructions
2 people
Have the program printed
Send participant information
2 people
Send audience invitations
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Record emergency contact
Prepare parking information
Design route signs
Order prizes and certificates
2 people
Check music stands
2 people
Plan instrument storage
2 people
Order catering
2 people
Do the shopping
2 people
Reserve equipment
2 people
Brief the photographer
Print the run sheet
Event
Open venue
2 people
Keep loading and unloading zone clear
2 people
Set up the reception desk
2 people
Set up the competition area
5 people
Set up audience seating
4 people
Set up judges' table
2 people
Connect the technical equipment
3 people
Check the lighting
2 people
Put up route signs
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Prepare registration materials
2 people
Receive the jury
2 people
Welcome the orchestras
4 people
Register attendance
2 people
Hand out programs
2 people
Welcome the audience
3 people
Give the opening speech
Announce competition events
Escort orchestras to the stage
2 people
Coordinate transitions between orchestras
3 people
Hand out judging forms
Collect jury forms
Monitor the schedule
Serve catering
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Check toilets
2 people
Collect waste
2 people
Prepare awards ceremony
2 people
Announce the winners
2 people
Award prizes and certificates
3 people
Deliver the closing speech
See the audience out
3 people
See off the orchestra
3 people
Aftercare
Switch off the equipment
3 people
Clear out instrument storage
3 people
Dismantle furniture
5 people
Remove decorations
2 people
Collect tableware
3 people
Wash dishes
3 people
Empty and clean coolers
2 people
Sort and remove waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Collect lost and found items
Send results digitally
Send thank-you message
Inventory materials
2 people
Return borrowed materials
2 people
Return rented equipment
2 people
Lock up the venue
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Reception tablesqty 3
- Jury tablesqty 3
- Catering tablesqty 6
- Audience chairsqty 300
- Judges' chairsqty 6
- Changing room chairsqty 40
- Stage sectionsqty 12
- Bollardsqty 12
- Barrier tapeqty 4
- Clothes racksqty 6
Equipment
- Music standsqty 100
- Lectern lampsqty 40
- Conductor podiumsqty 8
- Microphonesqty 6
- Microphone standsqty 6
- Mixer
- Speakersqty 2
- Monitor speakersqty 2
- Amplifier
- Audio cablesqty 12
- Extension cordsqty 10
- Power stripsqty 8
- Gaffer tapeqty 6
- Laptopqty 2
- Presentation screen
- Projector
- Walkie-talkiesqty 8
- Timerqty 2
- Camera
Lighting
- Stage spotlightsqty 6
- LED lampsqty 10
- Batteriesqty 40
Tableware
- Coffee cupsqty 100
- Glassesqty 300
- Platesqty 300
- Cutlery setsqty 300
- Serving spoonsqty 12
- Thermos flasksqty 8
Kitchen
- Coolersqty 8
- Ice containersqty 4
- Serving traysqty 20
- Scissorsqty 6
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving tongsqty 12
- Aluminum foilqty 4
Decorations
- Competition bannersqty 6
- Stage backdrop
- Tableclothsqty 12
- Name badgesqty 30
- Directional signsqty 12
- Program standsqty 6
Cleaning
- Waste binsqty 12
- Vacuum cleanerqty 2
- Mopsqty 4
- Bucketsqty 4
- Cleaning cartsqty 2
- Toilet brushesqty 4
Catering
- Groceries
Tips
- Set the rules before opening registration. Decide the judging format, performance limits, required repertoire details and submission deadline first, so every orchestra receives the same information.
- Build the running order only after registrations and participant details are checked. Allow time between performances for instruments, chairs, music stands and conductors to be moved safely.
- Confirm the judges several weeks ahead and agree their compensation in writing. Send the jury instructions before the event, including scoring procedures, timings and how questions will be handled.
- Test the full sound and presentation setup at the venue, not just individual items. Check microphones, mixer, speakers, monitor speakers, projector, cables and power strips together, and secure loose cables with gaffer tape.
- Give volunteers specific posts and written handover information. At least one person should know the parking route, emergency contacts, instrument storage plan and location of signs, barriers and walkie-talkies.
Frequently asked questions
- How far in advance should I organise an orchestra competition?
- Start planning at least 4 to 6 months before the competition. Invite orchestras and reserve the venue early, then set registration deadlines far enough ahead to process entries, confirm repertoire and create the schedule.
- When should orchestra competition registration close?
- Close registration about 8 to 10 weeks before the event if you expect several orchestras. This leaves time to check participant details, collect dietary requirements, register musical pieces and draw up the match schedule.
- What equipment is needed for an orchestra competition?
- Plan for music stands, conductor podiums, stage sections, jury tables and chairs, plus microphones, speakers, mixer, amplifier, cables, extension cords and power strips where required. Test the setup at least 1 week before the event and keep spare connection and power options available.
- When should I send information to participating orchestras?
- Send the first practical information immediately after registration is confirmed, including arrival instructions and required documents. Send the final programme, schedule, parking details, venue route and emergency contact information 1 to 2 weeks before the competition.
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.
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