Singing competition checklist: plan it in the right order

A singing competition needs more than a stage and a microphone. You need to set the format early, secure the venue and jury, and give participants clear rules and deadlines. The final week is about locking the running order, checking every music file, preparing the room and briefing volunteers. Use this checklist to keep registrations, technical setup, refreshments and judging on track without leaving critical details until event 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 competition format
2 people
Reserve venue
Approach jury members
Book host
Draw up participant rules
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
Collect song titles and keys
2 people
Draw the performance order
2 people
Compile program
2 people
Print jury criteria
Print the run sheet
Check music files
2 people
Order prizes
Schedule volunteers
2 people
Confirm reservations
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare participant information
Pick up venue keys
Open room
2 people
Set up the stage
4 people
Set up the sound system
3 people
Set up lighting
2 people
Set up audience seating
3 people
Set up jury table
2 people
Set up the reception desk
2 people
Set up backstage
2 people
Set up the catering table
2 people
Hang up decorations
2 people
Hang up the program
Prepare the jury forms
2 people
Make music backups
2 people
Test microphones
3 people
Perform sound check
3 people
Perform a lighting check
2 people

Event

Check in participants
3 people
Brief participants
2 people
Welcome the audience
3 people
Give the opening speech
Announce performances
Start the music
Swap microphones
2 people
Collect judging forms
Announce break
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Moderate audience questions
Process the jury results
3 people
Announce the winners
Present prizes
2 people
Deliver the closing speech
See the audience out
3 people

Aftercare

Switch off equipment
2 people
Remove decorations
2 people
Tear down stage
4 people
Clear away chairs and tables
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Check borrowed items
2 people
Return equipment
2 people
Hand over the venue
2 people
Send thank-you message
Share photos with participants

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Audience chairsqty 140
Foldable tablesqty 12
Jury tablesqty 2
Bar stoolsqty 4
Coat racksqty 2
Bollardsqty 8

Equipment

Speakersqty 2
Subwoofersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music laptop
Backup laptop
USB sticksqty 3
Audio cablesqty 10
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 12
Laptop stand

Lighting

LED spotlightsqty 6
Light standsqty 2
String lightsqty 4
Flashlightsqty 3

Tableware

Water glassesqty 160
Coffee cupsqty 100
Coffee spoonsqty 100
Platesqty 160
Forksqty 160
Napkin holdersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Coolersqty 4
Ice cube traysqty 4
Serving plattersqty 12
Serving spoonsqty 12
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 6
Cooler cratesqty 8

Decorations

Backdrop cloth
Balloon archesqty 2
Tableclothsqty 12
Competition postersqty 6
Directional signsqty 10
Name badgesqty 30
Prize table sign
Table numbersqty 20
Wayfinding signsqty 8
Photo backdrop

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6
Toilet brushesqty 2

Catering

Groceries

Office

Jury formsqty 30
Participant listsqty 5
Pensqty 40
Pencilsqty 20
Clipboardsqty 10
Printer paperqty 2
Tapeqty 6
Duct tapeqty 4
Scissorsqty 4
Markersqty 3
Labelsqty 2
Wristbandsqty 180
Envelopesqty 30
Clipboardsqty 20

Other

Trophiesqty 3
Medal ribbonsqty 3
Gift vouchersqty 3
First aid kit
Tissuesqty 10
Power banksqty 3
Spare batteriesqty 24

Tips

Set the competition format before opening registration. Decide how many songs each participant performs, how judging works and whether backing tracks or live accompaniment are allowed, then put those rules on the registration form.
Collect each participant’s song title and key before drawing the running order. Allow at least 7 days to chase missing information and test files on the music laptop rather than discovering problems during soundcheck.
Print the jury criteria and run sheet before the event, with spare copies at the jury tables and host’s position. A clear printed version prevents delays when the programme changes.
Schedule volunteers in fixed shifts covering registration, room setup, backstage support, refreshments and pack-down. Have the first setup team arrive at least 2 hours before doors open so the stage, chairs, jury tables and cable routes can be checked.
Treat the backup laptop, USB sticks, extension cords and power strips as essential rather than optional. Test the main and backup playback setup before participants arrive, and keep audio cables and cables trays away from audience walkways.

Frequently asked questions

How far in advance should I organise a singing competition?: Start at least 8 to 12 weeks ahead. Reserve the venue, approach jury members and book the host first; open registration only after the format and participant rules are ready.
When should singing competition registrations close?: Close registrations about 3 weeks before the event. This leaves time to process entries, collect dietary requirements, confirm participants and request missing song titles or keys.
How early should participants arrive at a singing competition?: Ask participants to arrive 60 to 90 minutes before their first performance or before the audience enters. Use that time to check attendance, confirm backing tracks and explain the running order.
What sound equipment is needed for a singing competition?: Plan for speakers, subwoofers, a mixer, wireless microphones, microphone stands, DI boxes, audio cables and a music laptop. Bring a backup laptop, USB sticks and tested power supplies, and complete a soundcheck at least 90 minutes before the start.

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