Choir festival checklist: from first invitation to final encore

A choir festival depends on more than a performance schedule. You need time to invite choirs, process registrations, collect dietary requirements and match each group with a performance slot. In the final weeks, check sheet music, print the programme, confirm reservations and test the sound system. On the day, volunteers, clear directions, name badges, refreshments and a prepared stage keep the festival moving without last-minute confusion.

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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

Set the date and program
3 people
Invite choirs
2 people
Open the registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Update participant list
Finalize performance assignments
3 people
Collect the repertoire
2 people
Check sheet music
2 people
Design program leaflets
2 people
Print program leaflets
2 people
Confirm reservations
Order catering
2 people
Test the equipment
3 people
Assign volunteers
2 people
Hand out the run sheet
Send directions
Make name badges
2 people
Do the shopping
3 people
Chill drinks
2 people
Set up tables and chairs
4 people
Set up the reception area
3 people
Clear the stage area
3 people
Set up the sound system
3 people
Set up microphones
2 people
Install lighting
2 people
Retest the equipment
3 people
Hang up decorations
3 people
Put out program brochures
2 people
Lay out name badges
Set up catering
3 people
Prepare coffee and tea
2 people
Set up artist room
2 people

Event

Welcome choirs
4 people
Register attendance
2 people
Take choirs to the dressing room
2 people
Welcome the audience
3 people
Hand out program brochures
2 people
Give the opening speech
Guide the performances
3 people
Adjust microphones
2 people
Refill drinks
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Clear the break room
2 people
Announce evening program
Guide the joint rehearsal
3 people
Guide the joint concert
3 people
Moderate audience questions
2 people
Give a thank-you speech
See the audience out
3 people

Aftercare

Turn off the sound system
2 people
Collect waste
3 people
Collect tableware
3 people
Clear tables
3 people
Take down the sound system
3 people
Dismantle the lighting setup
2 people
Remove decorations
2 people
Wash dishes
3 people
Clean rooms
4 people
Clean the restrooms
2 people
Put furniture back
4 people
Check borrowed items
2 people
Return materials
2 people
Thank participants
2 people
Share photos
Handle lost and found

What to bring

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

Furniture

Tablesqty 12
Chairsqty 180
Dressing room tablesqty 6
Clothes racksqty 4
Coat racksqty 3
Waste binsqty 8

Tableware

Reusable coffee cupsqty 150
Water glassesqty 180
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving traysqty 12
Coffee potsqty 6
Thermos flasksqty 8

Equipment

Mixer
Speakersqty 2
Stage speakersqty 2
Wireless microphonesqty 4
Microphone standsqty 6
Microphone cablesqty 8
DI boxesqty 2
Laptop
Music standqty 12
Extension cordsqty 8
Power stripsqty 8

Lighting

LED stage lightsqty 6
Atmosphere lightsqty 12
Cable matsqty 10

Decorations

Festival bannersqty 8
Balloon archesqty 2
Tableclothsqty 12
Name card holdersqty 12
Program boardsqty 4

Kitchen

Coolersqty 6
Kettlesqty 4
Coffee machinesqty 3
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Ice packsqty 24
Thermos cupsqty 20

Catering

Groceries

Office

Program bookletsqty 250
Name badgesqty 150
Badge holdersqty 150
Ballpoint pensqty 30
Printer paperqty 2
Tapeqty 6
Notepadsqty 12
Pen holdersqty 6

Safety

First aid kitsqty 2
Flashlightsqty 4
Barrier tapeqty 2
Cable rampsqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Floor squeegeesqty 3
Rubber glovesqty 12

Tips

Set the date and programme before inviting choirs, then allow at least 2–3 weeks for registrations before assigning performance slots. Keep one current participant list so dietary requirements and contact details do not get lost.
Collect each choir’s repertoire before printing the programme. Allow 3–5 working days to check names, song titles and sheet music details, especially when several groups perform in one session.
Test the mixer, speakers, stage speakers, microphones, DI boxes and laptop at least one day before the festival. Tape down microphone cables and extension cords with cable mats before doors open.
Assign volunteers to specific jobs rather than giving everyone a general instruction. A practical minimum is one person for reception, one for stage changes and one runner for every performance area.
Prepare the reception area with name badges, programme leaflets, water glasses and refreshments before the first choir arrives. Chill drinks and set out reusable cups, plates, cutlery and serving trays at least 60 minutes before serving.

Frequently asked questions

How far in advance should I organise a choir festival?: Start at least 8–12 weeks ahead. Set the date and programme first, then invite choirs, open registration and leave enough time to process replies, collect dietary requirements and confirm reservations.
When should choir festival registrations close?: Close registrations about 3–4 weeks before the festival. That gives you time to update the participant list, finalise performance assignments, collect repertoire and print accurate programme leaflets.
How many volunteers do I need for a choir festival?: Plan at least three clearly assigned volunteers for a small festival: one at reception, one managing the stage and one handling errands. Add one volunteer for roughly every 50–75 participants or for each additional performance area.
When should I test the sound equipment for a choir festival?: Complete a full equipment test at least one day before the event, including microphones, stands, cables, mixer, speakers, DI boxes and laptop. Run a short sound check again 60–90 minutes before the first performance.

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.