Choir festival checklist and planning guide

A choir festival depends on many moving parts: confirmed choirs, a workable performance schedule, suitable sound equipment and enough people behind the scenes. Start by fixing the date, programme and venue, then open registrations and collect choir and dietary information. In the final week, print programme booklets, confirm attendance, prepare volunteer shifts and check every cable, microphone, chair and serving item. This checklist keeps the planning sequence clear from the first booking to the last setup check.

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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

Set the date and program
3 people
Contact choirs
2 people
Confirm performances
2 people
Reserve venue
Check permits
Send invitations
3 people
Open registrations
Recruit volunteers
2 people
Book catering
2 people
Reserve sound equipment
Hang up promotion
3 people
Process registrations
2 people
Collect dietary requirements
2 people
Gather choir information
2 people
Publish the performance schedule
Make program booklets
2 people
Send directions
Create volunteer schedule
2 people
Place catering order
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect equipment
2 people
Sort program booklets
2 people
Stock the refrigerators
2 people
Confirm choir attendance

Event

Open venue
2 people
Clear the loading and unloading area
2 people
Clear the stage area
3 people
Set up tables
4 people
Set up chairs
5 people
Set up the stage
4 people
Set up the sound system
3 people
Connect microphones
2 people
Conduct sound check
3 people
Hang decorations
3 people
Set up the information desk
2 people
Set up the catering area
3 people
Prepare coffee and tea
3 people
Set out snacks
4 people
Welcome choirs
3 people
Register choirs
2 people
Assign changing rooms
2 people
Carry out the final stage check
2 people
Open the public entrance
3 people
Distribute program
3 people
Welcome visitors
4 people
Support first performances
3 people
Serve break drinks
4 people
Refill drinks
3 people
Serve snacks
4 people
Clear away dishes
3 people
Announce performances
Escort the choir to the stage
2 people
Swap microphones
2 people
Answer audience questions
2 people
Check toilets
2 people
Empty trash bins
2 people
Provide choirs with water
2 people
Lead the final
4 people
See the audience out
4 people
Turn off the sound equipment
2 people
Close catering
3 people
Chill leftovers
2 people

Aftercare

Stack chairs
4 people
Fold up the tables
3 people
Dismantle the stage
4 people
Pack up sound equipment
3 people
Collect waste
4 people
Wash dishes
4 people
Clean the catering area
3 people
Clean the restrooms
2 people
Sweep the venue
3 people
Collect lost and found items
Return equipment
2 people
Return furniture
2 people
Store leftover groceries
2 people
Hand over the venue
2 people
Thank the choir
2 people
Share photos
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Tablesqty 12
Chairsqty 280
Dressing room racksqty 4
Clothes hangersqty 80
Party tentsqty 3
Folding counter
Changing room screensqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 3
Laptop
Presentation screen
Walkie-talkiesqty 6
Charging stationsqty 2
Handheld megaphone

Tableware

Coffee cupsqty 120
Glassesqty 300
Platesqty 300
Forksqty 300
Knivesqty 300
Spoonsqty 200
Serving plattersqty 20
Serving traysqty 8
Coffee potsqty 6
Teapotsqty 4
Water jugsqty 10

Kitchen

Cutting boardsqty 4
Chef’s knivesqty 4
Bread knivesqty 4
Measuring cupsqty 2
Storage binsqty 12
Coolersqty 6
Ice packsqty 24
Thermos flasksqty 8
Serving traysqty 8

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpsqty 2
Tableclothsqty 12
Stage backdrop
Name badgesqty 120
Tapeqty 6
Cable tiesqty 100
Chalkboardsqty 4
Chalk markersqty 8

Lighting

LED lampsqty 8
String lightsqty 6
Batteriesqty 24

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mop setsqty 2
Bucketsqty 4
Cleaning clothsqty 24
Waste binsqty 10
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6

Catering

Groceries

Tips

Confirm each choir’s performance slot before publishing the schedule. Ask for choir details and final attendance numbers at least two weeks before the festival.
Check the venue’s power supply before reserving speakers, mixers, microphones and stage sections. Plan cable reels, extension cords and power strips so walkways remain clear.
Assign volunteers to specific shifts rather than asking for general help. Cover registration, choir guidance, backstage areas, catering and equipment checks, with a named lead for each area.
Collect dietary requirements when registrations open and place the catering order only after the response deadline. Recheck the final numbers 3–5 days before the festival.
Do a complete setup walk-through the day before or early on the morning itself. Test every microphone and presentation screen, stock refrigerators, sort programme booklets and confirm that changing rooms are ready.

Frequently asked questions

How far in advance should I organize a choir festival?: Start planning at least 6 months ahead if several choirs and a public venue are involved. Contact choirs and reserve the venue first, then allow 8–12 weeks for registrations, volunteers and promotion.
When should choir festival registrations close?: Close registrations about 3 weeks before the festival. This leaves enough time to process attendee numbers, collect dietary requirements, order catering and prepare the performance schedule.
How many volunteers do I need for a choir festival?: Plan at least 1 volunteer for every 25–30 attendees, then add dedicated people for registration, backstage coordination, catering and sound support. For a small festival, 8–12 volunteers is a practical starting point.
When should I confirm choir attendance and the programme?: Request final attendance confirmation 2 weeks before the event and publish the performance schedule 7–10 days beforehand. Keep one contact person per choir available for last-minute changes.

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