Soloists' competition checklist

A soloists' competition depends on more than a stage and a running order. You need enough time to process registrations, assign performances, brief judges and test every microphone, speaker and music stand before participants arrive. This checklist takes you from venue booking and invitations through certificates, catering and the final room setup. Use it to keep paperwork, people and equipment moving in the right order, especially during the last week when small omissions are hardest to fix.

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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

Reserve competition venue
Assign judges
Send invitations
2 people
Register participants
2 people
Process registrations
2 people
Collect dietary requirements
Assign performances
2 people
Send the competition rules
Make jury forms
Create the program
2 people
Confirm participants
Order prizes and certificates
Order catering
Do the shopping
2 people
Check the sound equipment
2 people
Print participant list
Print programs
Prepare name badges
2 people
Make route and hall signs
Wrap the prizes
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up judges' table
2 people
Set up sound equipment
3 people
Test microphones
2 people
Set up music stands
2 people
Set up the changing area
2 people
Hang decorations
2 people
Set up catering table
2 people
Chill drinks
2 people
Receive participants
2 people
Register participants
2 people
Welcome the judges
Welcome the audience
3 people
Announce performances
Set up the participants
2 people
Guide the match blocks
2 people
Collect judging forms
Serve break snacks
3 people
Refill drinks
2 people
Support awards ceremony
3 people
Hand out certificates
2 people
Give the audience time to say goodbye
2 people

Aftercare

Dismantle audio equipment
3 people
Put furniture back
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the hall and kitchen
4 people
Collect lost and found items
Check materials
2 people
Return equipment
2 people
Hand over keys and venue
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Clothing rackqty 2
Waste binsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Equipment

Speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Mixer
Laptop
Extension cordsqty 6
Power stripsqty 6
Stopwatchqty 2
Music standsqty 12
Lectern lampsqty 6
Headphonesqty 2

Catering

Coffee machinesqty 2
Thermos flasksqty 6
Water jugsqty 6
Coolersqty 4
Serving tongsqty 8
Groceries

Decorations

Tableclothsqty 10
Balloonsqty 100
Buntingqty 8
Name badgesqty 100
Clipboardsqty 12
Pensqty 40
Prizesqty 12
Certificatesqty 40
Gift bagsqty 12

Lighting

LED work lightsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2

Tips

Close registrations early enough to create the program without rushing. Confirm every participant, performance assignment and dietary requirement before printing the participant list and programs.
Send the competition rules before the event and keep spare printed copies at registration. Judges should receive clear jury forms, clipboards and a stopwatch before the first performance.
Test the complete sound chain at the venue, not just individual items. Check the laptop, mixer, microphones, speakers, microphone stands, extension cords and power strips at least one day beforehand.
Set up separate tables for registration and judging. Prepare name badges, participant lists, programs, route signs and hall signs before doors open so the welcome desk does not become a last-minute sorting station.
Order prizes, certificates and catering early, then count the serving items when the delivery arrives. Wrap prizes in advance and place coffee machines, thermos flasks, water jugs, plates, cups and cutlery where volunteers can reach them quickly.

Frequently asked questions

How far in advance should I organise a soloists' competition?: Start venue booking and judge assignments at least 8 to 12 weeks before the competition. Open registration early enough to leave 2 to 3 weeks for processing entries, assigning performances and creating the program.
When should the soloists' competition program be printed?: Print the final program 3 to 5 days before the event, after every participant and performance assignment has been confirmed. Keep a digital copy available in case a late change affects the running order.
How long before the competition should I test the sound equipment?: Complete a full sound check at least 24 hours before the first performance. Allow 60 to 90 minutes to test microphones, speakers, mixer, laptop, stands, cables and power strips together.
How much catering do I need for a soloists' competition?: Base the order on the confirmed participant, judge, volunteer and guest count, including dietary requirements. Finalise quantities at least 5 to 7 days ahead, and keep water, coffee and serving equipment ready before registration opens.

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.