Choir festival planning checklist

A choir festival needs more than a running order and a stage. You have to coordinate participating choirs, performance times, registration details, catering, changing areas and technical requirements before the day arrives. Sound checks take longer when every choir brings different needs, so collect that information early. This checklist covers the planning sequence, from confirming the venue and invitations to testing microphones, briefing volunteers and printing the final programme.

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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
Inventory performances
2 people
Compile program
2 people
Confirm performance times
2 people
Send invitations
2 people
Write promotional copy
Publish event online
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Record choir contact details
Make reservations
2 people
Calculate catering quantities
2 people
Inform the performing choirs
Gather technical requirements
2 people
Create the microphone layout
2 people
Create stage layout
2 people
Develop the run sheet
2 people
Assign volunteers
2 people
Brief the presenter
Test the equipment
2 people
Do the shopping
3 people
Check materials
2 people
Print program
Make route signs
Check emergency exits
2 people
Check toilets
2 people

Event

Open venue
2 people
Set up the stage
6 people
Set up the sound system
3 people
Set up microphones
2 people
Set up lighting
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the reception desk
2 people
Set up the catering buffet
4 people
Chill drinks
2 people
Make coffee and tea
2 people
Lay out the programs
2 people
Set up the cloakroom
2 people
Hang up route signs
2 people
Welcome choirs
3 people
Guide choirs to the dressing room
2 people
Start background music
Welcome visitors
4 people
Hand out programs
2 people
Handle ticket sales
2 people
Escort audience to the hall
2 people
Open the festival
Announce performances
Monitor sound level
2 people
Switch choirs
4 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Collect waste
2 people
Check toilets periodically
2 people
Start break music
Announce the closing act
Close the festival
2 people
See visitors out
3 people
See off the choirs
3 people

Aftercare

Turn off the sound equipment
2 people
Dismantle the stage
6 people
Dismantle furniture
4 people
Wash dishes
3 people
Store leftover catering
2 people
Empty waste containers
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Remove decorations
2 people
Sort materials
3 people
Return borrowed materials
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Podium microphone standsqty 12
Tablesqty 12
Chairsqty 180
Changing room chairsqty 40
Clothes racksqty 4
Wardrobe tablesqty 2
Buffet tablesqty 4
Waste binsqty 8

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 200
Platesqty 180
Pastry forksqty 180
Teaspoonsqty 150
Serving traysqty 12

Equipment

Mixer
Active speakersqty 2
Stage monitorsqty 2
Wireless microphonesqty 4
Wired microphonesqty 8
DI boxesqty 2
Microphone cablesqty 12
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Laptop
Music player
Music standsqty 20
Folding chairs for musiciansqty 40
Toolboxqty 2
Cable reelsqty 4
Spare batteriesqty 24
Gaffer tapeqty 6
Cable tiesqty 100
Plug adaptersqty 8

Lighting

Stage spotlightsqty 6
Light standsqty 2
String lightsqty 4

Decorations

Festival bannersqty 6
Announcement signsqty 6
Directional signsqty 12
Tableclothsqty 12
Flower arrangementsqty 8
Program standsqty 6
Adhesive hooksqty 30
Ropeqty 2
Name badgesqty 120
Badge holdersqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Small bowlsqty 16
Storage binsqty 12
Dishpanqty 2
Towelsqty 12

Catering

Groceries

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Mop and bucket setsqty 2
Trash bag holdersqty 8
Toilet brushesqty 4
Rubber glovesqty 8
Cleaning bucketsqty 4

Office

Ballpoint pensqty 30
Clipboardsqty 8
Printer paperqty 2
Program foldersqty 10
Cloakroom numbersqty 200
Cash box

Safety

First aid kit
Flashlightsqty 4
Safety vestsqty 8
Fire extinguisherqty 2
Non-slip matsqty 6

Tips

Confirm the date and venue before contacting choirs, then collect one reliable contact per choir. You will need those details for programme changes, dietary requirements and last-minute arrival information.
Ask each choir for its performance length, microphone needs, music playback requirements and preferred arrival time at least 4 weeks before the festival. Use the answers to build the stage and microphone layouts.
Create the running sheet after performance times, technical requirements and volunteer roles are confirmed. Include choir arrivals, sound checks, changes between groups, breaks and the presenter’s cues.
Plan refreshments from the registration numbers rather than estimates. Record dietary requirements as registrations arrive and calculate quantities for coffee, tea, water, pastries and serving items before shopping.
Test the mixer, active speakers, stage monitors, microphones, DI boxes, cables and extension leads before doors open. Print the programme only after the running sheet and choir details have been checked one final time.

Frequently asked questions

How far in advance should I contact choirs for a choir festival?: Contact participating choirs at least 8 to 12 weeks before the festival. This gives them time to confirm availability, performance details, technical requirements and the number of attendees.
When should I finalise the choir festival programme?: Aim to finalise the programme 2 to 3 weeks before the event. Confirm performance times and choir names first, then use the final running sheet to brief the presenter and print copies.
How many microphones does a choir festival need?: There is no fixed number because choir size and repertoire vary, but collect each choir’s requirements at least 4 weeks ahead. Prepare the microphone layout and test every wired and wireless microphone before the first performance.
When should I calculate catering for a choir festival?: Calculate catering quantities as soon as registrations close, normally 1 to 2 weeks before the festival. Add confirmed choir members, volunteers and other registered guests, then account for dietary requirements before shopping.

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