Choir festival checklist and planning guide

A choir festival brings together multiple groups, performance slots, shared equipment and a lot of movement between spaces. Start by confirming the date and venue, then collect each choir’s performance details before building the programme. Registration, catering, volunteers, permits and insurance need firm deadlines, while the stage plan, sound system and access route must be checked well before festival day. This checklist gives you a practical order for organising the 86 tasks and 59 items behind the event.

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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

Confirm date and location
2 people
Contact participating choirs
2 people
Collect performances and times
Confirm venue booking
Check permits
Check insurance
Compile program
2 people
Confirm performance times
Draft invitations
Send invitations
Open the registration form
Recruit volunteers
2 people
Process registrations
Collect dietary requirements
Book catering
Reserve equipment
Schedule first aid volunteers
Book host
Create floor plan
Determine stage layout
2 people
Determine route and entrance
Develop the run sheet
2 people
Publish the program
Create final participant list
Prepare name badges
2 people
Collect presentations
Create the technical and power plan
2 people
Check the shopping list
Check tableware stock
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Collect materials
2 people
Set up tables and chairs
4 people
Set up stage sections
4 people
Set up the sound system
3 people
Connect microphones
2 people
Set up lighting
2 people
Secure power outlets
2 people
Hang up decorations
3 people
Set up the information desk
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Lay out the programs
2 people

Event

Welcome choirs
3 people
Escort choirs to the dressing rooms
2 people
Register choirs
2 people
Perform sound check
3 people
Perform a lighting check
2 people
Open audience entrance
3 people
Welcome visitors
4 people
Hand out programs
2 people
Announce the opening
Escort the choir to the stage
2 people
Provide technical support for performances
3 people
Present performances
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet clean and stocked
2 people
Check changing rooms
Answer audience questions
2 people
Check toilets periodically
Remove waste periodically
2 people
Announce the closing act
Announce the closing
Guide visitors to the exit
3 people
Collect lost and found items

Aftercare

Turn off the sound system
2 people
Collect tableware
3 people
Tear down the buffet
3 people
Remove decorations
3 people
Dismantle tables and chairs
4 people
Take down stage sections
4 people
Sort and remove waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Clean the changing rooms
2 people
Clean the restrooms
2 people
Store materials dry
2 people
Pack equipment safely
3 people
Check rental equipment
2 people
Return rental items
2 people
Clear away leftover groceries
2 people
Return lost property
Thank participating choirs

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Tablesqty 12
Chairsqty 120
High tablesqty 6
Clothes racksqty 6
Coat racksqty 4
Bollardsqty 12

Equipment

Active speakersqty 2
Mixer
Singing microphonesqty 6
Microphone standsqty 6
DI boxesqty 2
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 10
Laptopsqty 2
Presentation screen

Lighting

LED stage lightsqty 6
LED work lightsqty 4
String lightsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving spoonsqty 12
Small bowlsqty 20
Carafesqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Measuring cupsqty 4
Food containersqty 20
Cutting boardsqty 4

Decorations

Festival Flagsqty 8
Balloonsqty 100
Tableclothsqty 12
Stage backdrop
Directional signsqty 12
Name badgesqty 150
Badge holdersqty 150
Program standsqty 6

Cleaning

Waste binsqty 12
Mop setsqty 3
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8
Hand sanitizer holdersqty 6
Towel dispensersqty 4
Toilet brushesqty 4
Laundry basketsqty 4

Catering

Groceries

Tips

Set a deadline for choir information at least 8 weeks before the festival. Collect each group’s name, number of singers, performance length, arrival time and technical requirements before compiling the programme.
Do not leave the stage and sound plan until the final week. Allow a separate space for stage sections and steps, microphones, stands, mixer, active speakers, DI boxes and cable mats, then confirm power and cable runs during the venue check.
Open registration only after the date, location and main programme structure are confirmed. Close it early enough to process registrations, collect dietary requirements and give the caterer a final headcount at least 7 days before the event.
Recruit volunteers by role, not just by total number. Assign people to registration, entrances, choir movement, first aid, catering and stage changes, and give them the run sheet before the festival starts.
Publish the final programme and participant list several days before the event, then prepare name badges and signage. Keep a printed copy of the run sheet, floor plan, entrance route and emergency contacts at the registration desk.

Frequently asked questions

How far in advance should I start organising a choir festival?: Start at least 6 months ahead if several choirs and a hired venue are involved. Confirm the date and location first, then allow 8 to 12 weeks to collect performances, open registration and recruit volunteers.
When should choir festival invitations be sent?: Send initial invitations once the date and venue are confirmed, ideally 3 to 6 months before the festival. Set a clear reply deadline, such as 8 weeks before the event, so the programme can be built around confirmed performances.
How many microphones do I need for a choir festival?: The number depends on the choir size, stage layout and whether groups perform together, so confirm each choir’s technical needs before reserving equipment. Finalise microphone positions, stands, cables, speakers and the mixer during a technical check at least 2 weeks before the event.
When should catering numbers be finalised for a choir festival?: Collect dietary requirements when participants register and send the caterer a provisional number at least 2 weeks ahead. Confirm the final headcount and meal requirements no later than 7 days before the festival.

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