Choir Festival Checklist and Planning Guide

A choir festival involves more than booking performances and opening the doors. You need a clear registration process, a workable running order, enough volunteers, reliable sound equipment and a venue that is ready before the first choir arrives. Use this checklist to plan backwards from the festival date, confirm each choir and performance, and leave time for printing, catering, signage and technical testing. The final checks focus on weather, drinks, materials and late participants.

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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

Send invitations
2 people
Open the registration form
Contact choirs
2 people
Make reservations
Process registrations
2 people
Collect dietary requirements
Compile program
2 people
Confirm performances
2 people
Assign volunteers
2 people
Coordinate technical setup
2 people
Order catering
Print the program
Make route signs
2 people
Send visitor information
Check the weather forecast
Call the last participants
2 people
Do the shopping
3 people
Chill drinks
2 people
Test equipment
2 people
Prepare materials
3 people

Event

Open venue
2 people
Clear the stage area
3 people
Set up tables
4 people
Set up chairs
4 people
Set up stage sections
4 people
Set up microphones
2 people
Connect the sound system
2 people
Perform sound check
3 people
Hang lighting
2 people
Hang decorations
3 people
Set up the information desk
2 people
Set up the catering buffet
3 people
Make coffee and tea
2 people
Arrange snacks
3 people
Welcome performers
2 people
Register choirs
2 people
Set up changing rooms
2 people
Hang up the program
Brief volunteers
2 people
Open the public entrance
2 people
Welcome visitors
3 people
Distribute program
2 people
Give the opening speech
Guide the performances
3 people
Escort the choir to the stage
2 people
Operate microphones
2 people
Announce breaks
Serve coffee break
4 people
Refill drinks
2 people
Refill snacks
2 people
Collect tableware
2 people
Answer audience questions
2 people
Check toilets
Empty trash bins
2 people
Support the final performance
3 people
Announce the closing
See visitors out
3 people
See off the artists
2 people

Aftercare

Turn off the sound equipment
2 people
Clear buffet
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Collect waste
3 people
Clean the venue
4 people
Collect lost and found items
Return equipment
2 people
Return furniture
2 people
Store leftover stock
2 people
Return venue keys

What to bring

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

Furniture

Stage sectionsqty 6
Foldable tablesqty 10
Chairsqty 180
Buffet tablesqty 4
Coat racksqty 3
Changing room chairsqty 30

Tableware

Coffee cupsqty 180
Water glassesqty 180
Platesqty 180
Pastry forksqty 180
Teaspoonsqty 180
Serving spoonsqty 12

Equipment

Mixer
Active speakersqty 2
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Extension cordsqty 8
Power stripsqty 6
Spare batteriesqty 16
Music standsqty 12
Coolersqty 6
Thermos flasksqty 8

Decorations

Festival Flagsqty 20
Balloonsqty 100
Tableclothsqty 14
Stage drapesqty 4
Directional signsqty 10
Program boardsqty 4
Name badgesqty 40

Lighting

LED string lightsqty 8
LED spotlightsqty 6
Battery lanternsqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 12
Storage binsqty 12
Cold thermometersqty 2

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Toilet brushesqty 3
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Open registration early enough to process applications, collect dietary requirements and build the programme without rushing the final confirmations. Set a clear closing date so you have time to contact choirs that have not completed their details.
Assign volunteers to specific jobs rather than giving everyone a general instruction. Cover registration, performer support, stage changes, catering, directions and the final call to participants before the event starts.
Test the mixer, active speakers, wireless microphones, microphone stands and DI boxes before the venue opens. Pack spare batteries, extension cords and power strips with the technical equipment instead of trying to find them during setup.
Plan the venue layout on paper before setting up stage sections, chairs, tables and changing-room areas. Keep a clear route from the entrance to registration, performance spaces, refreshments and toilets, then mark it with directional signs.
Finish visitor information and the printed programme before the last week. On the day, chill drinks, fill thermos flasks, place name badges and programme boards, and check the weather before deciding whether outdoor signs or flags need extra securing.

Frequently asked questions

How far in advance should I organise a choir festival?: Start contacting choirs and checking venue availability at least 6 to 9 months ahead. Open registration early enough to leave 4 to 6 weeks for processing applications, confirming performances and compiling the programme.
How many volunteers do I need for a choir festival?: Plan at least 1 volunteer for every 25 to 40 visitors, plus separate people for registration, choir support, stage changes, catering and technical coordination. For a small festival, a core team of 6 to 10 volunteers usually covers these roles.
When should I confirm choir performances and the programme?: Confirm each performance no later than 3 to 4 weeks before the festival. Send the final programme and visitor information during the last 1 to 2 weeks, after timings, names and technical requirements have been checked.
What sound equipment is needed for a choir festival?: Allow time to test a mixer, active speakers, wireless microphones, microphone stands and any DI boxes at least 1 day before the festival. Bring spare batteries, extension cords and power strips, and keep a technical contact available during setup.

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.