Song Contest Checklist

A song contest needs more than performers and a microphone. You need a clear registration process, a published running order, prepared judges and a sound check that works before the audience arrives. This checklist takes you from booking the venue and inviting participants to setting up the stage, registration desk and judges’ table. It also covers the details people often leave too late, such as dietary requirements, music files, emergency contacts and prizes.

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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 venue
Invite the judges
Invite participants
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign performances
2 people
Publish performance order
Prepare jury forms
2 people
Order prizes
Do the shopping
3 people
Test sound equipment
2 people
Gather music files
2 people
Note emergency contacts
Send participant letter
Set up tables and chairs
4 people
Clear the stage area
2 people
Set up the sound system
3 people
Set up microphones
2 people
Set up judges' table
2 people
Set up the registration table
2 people
Hang decorations
3 people
Chill drinks
2 people
Prepare snacks
4 people
Display prizes

Event

Receive participants
2 people
Welcome visitors
2 people
Register participants
2 people
Explain the program
Announce performances
Start the music
Hand out judging forms
Collect jury forms
Serve snacks
3 people
Refill drinks
2 people
Calculate the result
2 people
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Dismantle audio equipment
3 people
Remove decorations
3 people
Put furniture back
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Check materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 75
Judges' table
Registration desk
Dressing room tablesqty 2

Equipment

Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Laptop
AUX cablesqty 3
Extension cordsqty 6
Power stripsqty 4
Music standqty 2
Power banksqty 2

Lighting

LED spotlightsqty 4
Mood lightingqty 3

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
Stage backdrop
Name badgesqty 80

Tableware

Drinking glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 8
Pouring jugsqty 6
Thermos flasksqty 4

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Mopsqty 3
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the contest. This gives you time to process entries, collect dietary requirements and assign each performance a slot.
Publish the performance order no later than 2 days before the event. Send participants their slot, arrival time, music-file requirements and emergency contact details in one letter.
Test the complete sound system at least 2 hours before doors open. Check the mixer, active speakers, microphones, stands, laptop, AUX cables, extension cords and power strips together—not one item at a time.
Prepare one judges’ form for every performance, plus a few spare copies, before setup begins. Put the forms, pens and the final running order at the judges’ table so scoring can start immediately.
Plan refreshments by service point, not just by headcount. Set up glasses, cups, plates, cutlery, trays, coolers, the coffee maker and kettles before the audience arrives, then chill drinks and prepare snacks during the final setup window.

Frequently asked questions

How far in advance should I organise a song contest?: Book the venue and invite judges and participants at least 6 weeks ahead. Set the registration deadline 7 days before the contest so you still have time to assign performances and publish the order.
When should I send the song contest running order?: Send the final performance order at least 2 days before the event. Include each participant’s slot, arrival time, music-file instructions and the contact number for urgent changes.
How early should performers arrive at a song contest?: Ask performers to arrive 60 minutes before the first performance, or earlier if they need a dressing room or technical check. Keep at least 2 hours before doors open for the full sound test and room setup.
How many judges’ forms do I need for a song contest?: Prepare one form per performance for each judge, plus at least 10% spare forms. For example, 12 performances and 3 judges require 36 forms, with 4 additional copies recommended.

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