Choir festival checklist and planning guide

A choir festival depends on many moving parts: invitations and registrations, choir requirements, stage sections, microphones, volunteers and refreshments. Use this checklist to work from the first date and venue decisions through the final safety check. Build in time to confirm dietary requirements, technical needs and permits before printing anything. On the day, allow enough time to open the venue, set up the stage and sound system, brief volunteers and chill drinks before the first choir arrives.

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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
Compile the choir program
2 people
Invite choirs
2 people
Publish registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm reservations
Check permits
Check insurance
Work out the stage layout
2 people
Collect technical requirements
2 people
Print the run sheet
Assign volunteers
2 people
Prepare a volunteer briefing
Design signage
Design program booklet
Print program booklets
2 people
Prepare name badges
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Open venue
2 people
Carry out a safety check
2 people
Set up stage sections
4 people
Set up tables
4 people
Set out chairs
4 people
Connect sound
3 people
Test microphones
2 people
Hang lighting
3 people
Hang decorations
3 people
Set up the information desk
2 people
Set up the catering buffet
4 people
Prepare the changing rooms
2 people
Check toilets
2 people
Brief volunteers
2 people

Event

Welcome choirs
3 people
Register choirs
2 people
Welcome the audience
4 people
Distribute program
2 people
Give the opening speech
Guide the performances
3 people
Swap microphones
2 people
Announce schedule changes
Escort the choir to the stage
2 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Mark non-diet snacks
Answer audience questions
2 people
Monitor the entrance
2 people
Check toilets periodically
2 people
Collect waste
2 people
Provide break music
Give thanks
Guide visitors out
3 people
Check out choirs
2 people

Aftercare

Switch off equipment
2 people
Take down the buffet
3 people
Collect tableware
3 people
Bring waste to the collection point
2 people
Clean the venue
4 people
Dismantle the stage and chairs
4 people
Remove decorations
3 people
Register lost and found items
Hand over keys and venue
2 people
Return materials
2 people
Store leftover stock
2 people
Handle lost and found

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Tablesqty 10
Chairsqty 180
Dressing room racksqty 4
Clothes hangersqty 80
Information desk
Bar stoolsqty 4

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 6
Microphone standsqty 6
Microphone coversqty 6
Music laptop
DI boxqty 2
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
AA batteriesqty 24
AAA batteriesqty 12

Lighting

LED lightsqty 8
String lightsqty 6
Light standsqty 4
Cable matsqty 10

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 100
Tea glassesqty 60
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12

Kitchen

Coolersqty 6
Ice containersqty 4
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Mixing bowlsqty 6
Serving plattersqty 16
Serving jugsqty 8
Thermos flasksqty 8
Bottle openersqty 4
Ice packsqty 24

Decorations

Buntingqty 8
Tableclothsqty 12
Flower arrangementsqty 8
Program boardsqty 4
Name badgesqty 80
Badge holdersqty 80
Directional signsqty 12
Cocktail table coversqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Toilet brushesqty 3
Hand soap dispensersqty 4
Waste binsqty 10

Catering

Groceries

Tips

Set the date and venue before inviting choirs, then allow at least two weeks to collect registrations, dietary requirements and technical needs. Late changes affect the programme, stage layout and equipment plan.
Create the stage layout from the largest choir’s requirements, including stage sections and steps. Mark microphone positions, cable routes and power points before the setup team arrives.
Prepare one run sheet for performers, volunteers and technical support. Print copies before the festival rather than relying on a music laptop or phone during the event.
Assign volunteers to specific jobs such as the information desk, choir arrivals, dressing rooms, refreshments and stage changes. Hold a briefing before doors open and explain who handles technical problems.
Treat refreshments as a timed task: shop after attendance numbers and dietary requirements are confirmed, chill drinks before guests arrive, and set out reusable glasses, coffee cups, tea glasses, plates and cutlery at least 30 minutes before service.

Frequently asked questions

How far in advance should I invite choirs to a choir festival?: Send invitations as soon as the date and location are confirmed, ideally 8 to 12 weeks before the festival. Keep registration open for at least 2 weeks so you can compare choir numbers, dietary requirements and technical needs.
What should I check before setting up choir festival sound equipment?: Collect each choir’s technical requirements at least 2 weeks in advance. Test the speakers, mixer, wireless microphones, microphone stands, DI box, cables and spare AA and AAA batteries before the first rehearsal or soundcheck.
How early should volunteers arrive for a choir festival?: Have volunteers arrive 90 minutes before doors open. This gives you time to brief them, complete the safety check, prepare the information desk and dressing rooms, and handle last-minute stage or signage changes.
When should I print the choir festival programme booklet?: Print the programme booklet only after registrations, performance order and timings are confirmed. Aim to send it for printing at least 5 working days before the festival, leaving time to prepare name badges and the run sheet.

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.