Choir competition checklist: what to arrange and when
A choir competition needs more than a venue and a running order. You need clear rules, a registration process, judges, technical checks, meals, volunteers and printed documents ready before the first choir arrives. This checklist puts the work in a practical sequence, from inviting choirs and assigning performances to testing microphones and preparing jury forms. It also covers the small details that are easy to leave too late, such as dietary requirements, music files, changing areas and cable safety.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Draw up competition rules
2 people
Invite choirs
2 people
Open registration
Process registrations
2 people
Check participant details
2 people
Assign performances
2 people
Invite the judges
2 people
Book host
Recruit volunteers
2 people
Reserve venue
Check permits
Check insurance
Send invitations
2 people
Open audience registration
Collect dietary requirements
Order catering
2 people
Reserve jury meals
Order prizes and certificates
Print the run sheet
Print the performance schedule
Print Jury Forms
2 people
Send participant letter
Gather technical requirements
2 people
Gather music files
2 people
Do the shopping
3 people
Collect materials
2 people
Share the location and route
Create the volunteer schedule
2 people
Designate the first aid contact
Check the public entrance
2 people
Event
Clear the stage area
4 people
Set up the stage
4 people
Set up sound equipment
3 people
Connect microphones
2 people
Perform sound check
3 people
Set up jury tables
2 people
Set up audience seating
4 people
Set up the reception desk
2 people
Set up artist room
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Prepare the jury meals
2 people
Hang decorations
3 people
Put up directional signs
2 people
Staff the registration desk
2 people
Welcome choirs
3 people
Register attendance
2 people
Hand out programs
2 people
Welcome the audience
3 people
Guide choirs to the dressing room
2 people
Announce performances
Coordinate stage changes
2 people
Hand out judging forms
Collect jury forms
Check scores
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill buffet
2 people
Serve the jury meals
2 people
Check toilets
Empty trash bins
2 people
Answer audience questions
2 people
Prepare awards ceremony
3 people
Announce the winners
2 people
Present prizes
2 people
Take group photo
2 people
Guide the audience to the exit
2 people
Aftercare
Switch off equipment
2 people
Dismantle audio equipment
3 people
Dismantle the stage
4 people
Clear away chairs and tables
4 people
Remove decorations
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the venue
4 people
Sort waste
2 people
Collect lost and found items
Inventory materials
2 people
Return borrowed items
2 people
Lock up the venue
2 people
Send thank-you message to participants
Send a thank-you message to the jury
Share photos
Publish results
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Stage sectionsqty 6
- Jury tablesqty 4
- Foldable tablesqty 10
- Audience chairsqty 220
- Bar stoolsqty 6
- Coat racksqty 4
- Changing room benchesqty 12
- Waste binsqty 10
Tableware
- Drinking glassesqty 250
- Wine glassesqty 80
- Coffee cupsqty 120
- Platesqty 180
- Cutlery setsqty 180
- Serving spoonsqty 12
- Carafesqty 20
Equipment
- Mixing console
- Speakersqty 4
- Microphonesqty 6
- Microphone standsqty 6
- Music playersqty 2
- Extension cordsqty 10
- Power stripsqty 8
- Cable traysqty 12
- Music standsqty 20
- Laptop
- Printer
- Camera
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Hot drink urnsqty 6
- Coolersqty 6
- Serving traysqty 12
- Cutting boardsqty 4
- Chef's knifeqty 4
- Pliersqty 8
- Small bowlsqty 20
- Thermos flasksqty 4
Decorations
- Stage drapesqty 4
- Balloonsqty 100
- Buntingqty 8
- Tableclothsqty 14
- Flower arrangementsqty 8
- Name badgesqty 30
- Wayfinding signsqty 12
- Program standsqty 8
Lighting
- LED spotlightsqty 6
- Mood lightingqty 4
- Battery lanternsqty 8
Cleaning
- Vacuum cleaner
- Mopsqty 3
- Bucketsqty 3
- Broom setsqty 3
- Cleaning glovesqty 8
- Boxes for lost and foundqty 2
Catering
- Groceries
Tips
- Set the competition rules before opening registration. Include performance length, repertoire limits, scoring criteria, arrival times and the deadline for submitting music files, so every choir receives the same information.
- Close registration early enough to verify participant details and assign performances. Allow at least one week to resolve missing names, incorrect categories, accessibility needs or duplicated performance slots.
- Do a full technical check before the event day. Test every microphone, speaker, music player, extension cord and power strip in the actual room, and route cables through cable trays where people will walk.
- Prepare separate document packs for the host, judges, volunteers and choirs. Print the run sheet, performance schedule and jury forms, then keep spare copies and a working printer available on site.
- Plan hospitality from the confirmed numbers, not rough estimates. Reserve jury meals, collect dietary requirements before ordering catering, and set up coffee machines, kettles, cups, glasses and serving equipment before arrivals begin.
Frequently asked questions
- How far in advance should I invite choirs to a competition?
- Send the first invitations at least 8 to 12 weeks before the competition. Keep registration open for a defined period, then leave at least 7 days to check details and create the final performance schedule.
- When should I confirm the judges and host?
- Confirm judges and the host as soon as the date and venue are secured, ideally 6 to 8 weeks before the event. Send them the rules, judging criteria, timetable and expected arrival time no later than 2 weeks beforehand.
- How long before the competition should the sound system be tested?
- Complete a room-based sound check at least 1 week before the event if possible, then repeat a short test on the day. Check microphones, stands, speakers, mixing console, music players, cables and power supplies with the stage in its final position.
- When should I order prizes, certificates and catering?
- Order prizes and certificates at least 3 to 4 weeks ahead, allowing time to correct names or categories. Finalise catering after registration closes, usually 7 to 10 days before the competition, once dietary requirements and jury meal numbers are known.
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.
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