Choir festival checklist: what to arrange and when

A choir festival depends on many groups arriving with different repertoires, timings, and technical needs. Start by confirming the date and venue, then open registration early enough to build a reliable program. In the final weeks, collect dietary requirements, confirm performances, book catering, assign volunteers, and check every sound and stage requirement. This checklist also covers the details that are easy to leave too late, including route information, chilled storage, printed programs, and the final run sheet.

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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
Invite choirs
2 people
Open the registration form
Write promotional copy
Create promotional image
Publish event online
Send invitations
2 people
Distribute posters
3 people
Process registrations
Collect dietary requirements
Compile the choir program
2 people
Confirm performances
2 people
Receive repertoire and times
Gather technical requirements
Make reservations
Place catering order
Assign volunteers
2 people
Finalize the run sheet
2 people
Have the program printed
Send route and parking information
Check the weather forecast
Send final visitor information
Do the shopping
3 people
Store chilled products
2 people
Lay out the programs
2 people
Check the venue
2 people
Arrange keys and access
2 people
Receive deliveries
2 people
Set up tables and chairs
5 people
Build stage sections
4 people
Connect the sound system
3 people
Test microphones
2 people
Hang lighting
3 people
Hang up decorations
3 people
Set up the information desk
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the artist reception
2 people

Event

Welcome choirs
3 people
Warm up the choir
2 people
Open audience entrance
4 people
Hand out programs
3 people
Guide audience to seats
4 people
Open the festival
Guide the performances
3 people
Change performers
3 people
Serve drinks
4 people
Serve snacks
4 people
Refill drinks
2 people
Restock the buffet
2 people
Clear away dishes
3 people
Empty trash bins
2 people
Announce the break program
Guide choirs to the rest area
2 people
Answer audience questions
2 people
Announce the final act
Close the festival
2 people
Guide the audience to the exit
4 people

Aftercare

Turn off the sound equipment
2 people
Clean up catering
4 people
Wash dishes
3 people
Dismantle furniture
5 people
Remove decorations
3 people
Collect waste
4 people
Clean the venue
4 people
Collect lost and found items
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Return rental equipment
2 people
Send thank-you message
Share photos with choirs

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Stage skirtqty 2
Tablesqty 12
Chairsqty 180
Bar stoolsqty 6
Coat racksqty 4
Bollardsqty 12
Tableclothsqty 12

Equipment

Mixer
Speakersqty 2
Stage monitorsqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 2
XLR cablesqty 10
Jack cablesqty 6
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Laptop
Presentation screen

Lighting

LED stage lightsqty 6
Mood lightingqty 8
Light standsqty 4
Flashlightsqty 4

Tableware

Reusable cupsqty 220
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 180
Cake platesqty 120
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving spoonsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Small bowlsqty 20
Serving plattersqty 12
Pliersqty 8
Ice packsqty 24

Decorations

Festival bannerqty 2
Directional signsqty 12
Name badgesqty 80
Table numbersqty 12
Flower arrangementsqty 8
Buntingqty 10
Adhesive stripsqty 4
Markersqty 12
Pensqty 20

Cleaning

Waste binsqty 10
Trash bag holdersqty 6
Bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set a registration deadline before you compile the choir program. You need confirmed performance times, repertoire, group sizes, and dietary requirements before placing the catering order or finalizing the schedule.
Request technical requirements from every choir at least two weeks before the festival. Check microphone numbers, monitor needs, DI boxes, cables, power strips, and extension cords against the venue setup rather than assuming the venue has everything.
Create the run sheet only after performance times and arrival details are confirmed. Include changeovers, sound checks, volunteer duties, breaks, catering, and time to lay out programs and cups before visitors arrive.
Send route, parking, and final visitor information several days before the event. Include arrival times for choirs separately from audience information, since performers may need early access for setup or sound checks.
Plan food and drinks using the registration data, then store chilled products as soon as they arrive. Count reusable cups, wine glasses, coffee cups, and plates before the day starts so missing tableware does not become a volunteer’s last-minute task.

Frequently asked questions

How early should I start planning a choir festival?: Start at least 12 weeks before the festival. Confirm the date and location first, then invite choirs, open registration, and allow several weeks to process registrations before building the program.
When should choir registrations close?: Close registration around 4 to 6 weeks before the event. This leaves time to confirm performances, collect dietary requirements, gather technical details, and place accurate catering orders.
When should I send the final choir festival information?: Send final visitor and choir information 3 to 5 days before the festival. Include the route, parking instructions, arrival times, program details, and any practical changes since registration.
How many volunteers do I need for a choir festival?: Assign at least one volunteer for each active area, such as welcome, choir coordination, stage support, catering, and technical assistance. For a festival with several choirs, add one floating volunteer per shift to cover breaks and unexpected delays.

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.