✅ Marching Maestro Event Host Setup Checklist
A step-by-step guide to ensure a smooth and successful competition
🏗️ 1. Event Basics
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
Contact email and phone number are listed
Event logo uploaded
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.