✅ Marching Maestro Event Host Setup Checklist

A step-by-step guide to ensure a smooth and successful competition

🏗️ 1. Event Basics

You'll find all of the settings under Event -> Settings in your Marching Maestro event dashboard

• Event name is correct and consistent with marketing materials
• Event date and start time are accurate
• Venue name and address are correct
• Time zone is correct
• Event description added (include parking, warm-up info, etc.)

🏫 2. Registration & Band Management

[ ] Registration is enabled

[ ] Registration deadline is set

[ ] Entry fee is configured correctly

[ ] Classifications/divisions are configured (1A–6A, Open, etc.)

[ ] Performance slot length is correct

[ ] Band limit (if applicable) is set

[ ] Required band information fields are configured:

[ ] Show title

[ ] Repertoire

[ ] Drum major names

[ ] Staff names

[ ] Band size

[ ] Director confirmation email is customized

[ ] Waitlist settings reviewed (if applicable)

🎟️ 3. Ticketing

[ ] Ticket sales enabled

[ ] Ticket types created (Adult, Student, Senior, etc.)

[ ] Pricing confirmed

[ ] Online sales end time set

[ ] At-the-gate pricing set (if applicable)

[ ] Comp/Staff passes configured

[ ] Ticket instructions included (parking, entry gates, etc.)

[ ] Refund policy defined

🍔 4. Concessions (If Using)

[ ] Concessions enabled

[ ] Menu items added

[ ] Pricing verified

[ ] Sales windows set

[ ] Pickup location instructions added

[ ] Staff assigned (if needed)

🎁 5. FanGrams

[ ] FanGrams enabled

[ ] Pricing set

[ ] Delivery method selected (print, digital, or both)

[ ] Custom message instructions added

[ ] Sales cutoff time set

[ ] Volunteer/staff assigned for distribution

🧑‍⚖️ 6. Judging & Scoring

[ ] Judging sheets uploaded or selected

[ ] Judges added to the event

[ ] Judge accounts confirmed/logins tested

[ ] Captions configured correctly

[ ] Point values verified

[ ] Ties handling reviewed

[ ] Recap format selected

[ ] Judge audio recording settings confirmed

[ ] Score release timing configured:

[ ] After each band

[ ] After awards

[ ] Manual release

🗓️ 7. Performance Schedule

[ ] Performance order finalized

[ ] Performance times assigned

[ ] Warm-up schedules created

[ ] Buffer times included

[ ] Breaks inserted

[ ] Awards time scheduled

[ ] Schedule published

[ ] Directors notified of final schedule

📣 8. Communication

[ ] Director email announcement sent

[ ] Parking instructions sent

[ ] Weather plan communicated

[ ] Emergency contact info confirmed

[ ] Volunteer instructions sent

[ ] Judges briefing details shared

[ ] Social media links updated

📊 9. Financial Review

[ ] Entry fees reconciled

[ ] Ticket pricing verified

[ ] Concession pricing verified

[ ] Payment processing connected

[ ] Payout method confirmed

[ ] Financial reports reviewed

🔒 10. Day-Of-Event Readiness

[ ] Dashboard login tested

[ ] Wi-Fi access confirmed

[ ] Backup hotspot available

[ ] Judges’ devices charged

[ ] Score input test completed

[ ] Ticket scanning devices tested

[ ] Concessions POS tested

[ ] FanGram printing tested

[ ] Awards script exported or printed

[ ] Recap sheets verified

🏆 11. Awards Preparation

[ ] Caption awards confirmed

[ ] Placement awards confirmed

[ ] Sweepstakes criteria verified

[ ] Tie-breaking rules reviewed

[ ] Awards ceremony order finalized

[ ] Announcer script prepared

[ ] Final recap ready for publishing

📤 12. Post-Event Wrap-Up

[ ] Scores released (if not automatic)

[ ] Recaps published

[ ] Judge audio/comments released

[ ] Financial summary downloaded

[ ] Thank-you email sent to directors

[ ] Thank-you email sent to judges & volunteers

[ ] Event archived

🟢 Final Quick Check (The “Night Before” 5-Minute Review)

[ ] Can a band register?

[ ] Can a parent buy a ticket?

[ ] Can a judge log in?

[ ] Is the schedule visible?

[ ] Do you know how to release scores?

If all five are “yes” — you're in great shape.