Choir festival checklist: what to arrange and when
A choir festival depends on more than confirmed performances. You need the venue, programme, registration process, sound setup, catering and volunteer rota to line up before the day begins. Start with the date and venue, then invite choirs and open registration before finalising practical details. In the final weeks, confirm each performance, collect music files and dietary requirements, and turn the floor plan and run sheet into instructions volunteers can follow.
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
2 people
Reserve venue
Check permits
Invite choirs
2 people
Send invitations
2 people
Open the registration form
Create promotional image
Promote the festival
2 people
Process registrations
2 people
Collect dietary requirements
Confirm performances
2 people
Gather music files
2 people
Book host
Book musical accompaniment
Book catering
2 people
Reserve equipment
Recruit volunteers
2 people
Assign volunteers
2 people
Develop the run sheet
2 people
Create floor plan
Determine room layout
2 people
Print the program
2 people
Make name badges
2 people
Create signage
2 people
Check the shopping list
2 people
Check tableware stock
Test equipment
2 people
Send final information to choirs
2 people
Place catering order
Replenish drink stock
2 people
Do the shopping
3 people
Set up cold storage area
2 people
Prepare snacks
3 people
Lay out the programme and badges
2 people
Event
Open venue
2 people
Set up the entrance and coat check
3 people
Clear the room for setup
4 people
Set up chairs
4 people
Build choir stage
4 people
Set up music stands
2 people
Set up sound equipment
3 people
Connect microphones
2 people
Check lights and cables
2 people
Conduct the sound check
3 people
Welcome choirs
4 people
Register choirs
3 people
Guide choirs to the dressing room
2 people
Distribute program
3 people
Staff the audience entrance
3 people
Manage the cloakroom
2 people
Set out coffee and tea
3 people
Chill drinks
2 people
Display snacks
3 people
Lead opening speech
2 people
Announce performances
Set up choirs
2 people
Operate microphones
2 people
Communicate schedule changes
Refill drinks
3 people
Refill snacks
3 people
Mark non-diet snacks
Announce break
Serve the break buffet
4 people
Supervise the public area
2 people
Take photos
Supervise the closing performance
2 people
Give thank-you speech
Guide the audience to the exit
3 people
See off the choirs
3 people
Dismantle the coat check
2 people
Switch off equipment
2 people
Aftercare
Collect tableware
3 people
Sort waste
3 people
Dismantle the choir stage
4 people
Put the chairs back
4 people
Dismantle audio equipment
3 people
Clean the kitchen
3 people
Clean the restrooms
2 people
Clean the room
4 people
Lock up the venue
2 people
Wash dishes
3 people
Chill leftover food
2 people
Inventory materials
2 people
Return rental items
2 people
Register lost and found items
Send thank-you messages
2 people
Share photos with choirs
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 240
- Foldable tablesqty 12
- Buffet tablesqty 4
- Information desk
- Coat racksqty 4
- Clothes hangersqty 240
- Choir stage sectionsqty 12
- Dressing room racksqty 6
Tableware
- Coffee cupsqty 240
- Glassesqty 240
- Platesqty 240
- Pastry forksqty 240
- Coffee spoonsqty 240
- Serving utensilsqty 24
- Carafesqty 24
- Thermos flasksqty 10
Equipment
- Vocal microphonesqty 8
- Microphone standsqty 8
- Mixer
- Speakersqty 2
- Monitor speakersqty 2
- Amplifier
- Audio cablesqty 16
- Extension cordsqty 12
- Power stripsqty 8
- Laptop
- USB stickqty 2
- Piano
- Music standsqty 80
- Conductor podiumsqty 8
- Cable matsqty 12
Decorations
- Festival bannerqty 2
- Stage drapesqty 4
- Flower arrangementsqty 8
- Table runnersqty 12
- Name badgesqty 30
- Name badge holdersqty 30
- Directional signsqty 12
- Program standsqty 6
Lighting
- LED spotlightsqty 6
- String lightsqty 6
- Battery lanternsqty 10
- Spare batteriesqty 40
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Coolersqty 6
- Cutting boardsqty 6
- Knivesqty 12
- Serving plattersqty 24
- Bread knivesqty 4
- Ice packsqty 24
Cleaning
- Waste binsqty 8
- Vacuum cleanerqty 2
- Mopsqty 4
- Bucketsqty 4
- Cleaning glovesqty 12
- Hand sanitizer pumpsqty 6
- Toilet brushesqty 4
Catering
- Groceries
Tips
- Set the date and reserve the venue before inviting choirs. Check permits and venue access at the same time, especially if choir stage sections, a piano or large sound equipment must be brought in.
- Close registrations early enough to process names, performance details and dietary requirements. Allow at least 10 days before the festival to confirm the programme and print name badges and programmes.
- Test the complete audio chain during the venue setup: vocal microphones, stands, mixer, speakers, monitor speakers, amplifier, cables and power strips. A microphone check with the actual performers is more useful than testing each item separately.
- Assign volunteers to specific posts rather than giving them a general role. Cover the information desk, choir arrivals, dressing rooms, stage changes, catering and equipment, and give everyone the run sheet before doors open.
- Create the floor plan around movement, not just seating. Mark the choir stage, conductor podiums, music stands, buffet tables, coat racks and dressing room racks, then print clear signage so performers do not need to ask for directions.
Frequently asked questions
- How far in advance should I organise a choir festival?
- Set the date and reserve the venue at least 6 to 9 months ahead if several choirs are involved. Invite choirs once the programme shape and venue are confirmed, then keep the final 4 weeks for registrations, suppliers, volunteers and technical planning.
- When should choir festival registrations close?
- Close registrations at least 10 days before the event. That gives you time to process participant details, collect dietary requirements, confirm performances, prepare name badges and print the programme.
- How many volunteers do I need for a choir festival?
- Plan at least one volunteer for each active area: arrivals or information, dressing rooms, stage changes, catering and technical support. For a festival with several choirs performing in sequence, add one float volunteer so the run sheet does not depend on a single person.
- When should I test the sound equipment for a choir festival?
- Complete the full sound check during venue setup, preferably 2 to 3 hours before the first performance. Test microphones, monitor speakers, mixer, amplifier, cables and power before choirs arrive, then allow time for a short rehearsal with the piano or musical accompaniment.
Start this plan in Lizzt
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