Choir Festival Checklist and Planning Guide

A choir festival involves more than booking a venue and inviting groups. You need time to collect registrations, confirm performance details, build a workable schedule and match the stage, sound and changing-room setup to the number of choirs attending. This checklist also covers the details that are often left too late: dietary requirements, permits, insurance, printed materials, cable safety and fresh food. Work through the plan from the first booking decisions to opening the venue on festival day.

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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
Create the program schedule
2 people
Confirm performances
2 people
Send invitations
2 people
Post promotion online
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Make reservations
Check permits
Check insurance
Gather technical requirements
2 people
Print the run sheet
Create floor plan
Design program booklets
Print program booklets
2 people
Prepare name badges
2 people
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Collect fresh produce
2 people
Open venue
2 people
Cordon off the loading and unloading area
2 people
Set up stage sections
4 people
Set up sound equipment
3 people
Connect microphones
2 people
Perform sound check
3 people
Set up tables
4 people
Set up chairs
4 people
Set up the reception desk
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set up the coffee station
2 people
Prepare snacks
4 people
Hang decorations
3 people
Hang signs
2 people
Check toilets
Place waste stations
2 people

Event

Welcome choirs
3 people
Escort choirs to the dressing rooms
2 people
Welcome visitors
4 people
Hand out program booklets
2 people
Manage the cash register and donations
2 people
Give the opening speech
Announce performances
Swap microphones
2 people
Keep stage access clear
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep buffet clean
2 people
Empty trash bins
2 people
Check toilets periodically
Support the final performance
2 people
Deliver the closing speech
Guide visitors to the exit
3 people

Aftercare

Close catering
3 people
Turn off the sound equipment
2 people
Dismantle equipment
3 people
Remove decorations
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
3 people
Clean the venue
4 people
Collect lost and found items
Secure cash
2 people
Hand over keys and venue
2 people
Return rental items
3 people
Store leftover stock
2 people
Take waste to the collection point
2 people
Send thank-you message
Share photos with choirs
Transfer the donation proceeds
2 people
Archive invoices and receipts

What to bring

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

Furniture

Stage sectionsqty 8
Stage stepsqty 2
Tablesqty 12
Chairsqty 180
Changing room chairsqty 30
Clothes racksqty 4
Waste binsqty 10
Buffet tablesqty 4

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Monitor speakersqty 2
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Music standsqty 12
Laptop
USB sticksqty 3

Lighting

LED work lightsqty 4
String lightsqty 6
Cable matsqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 120
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Scissorsqty 4
Measuring cupsqty 3
Ice packsqty 20

Decorations

Balloonsqty 150
Balloon ribbonqty 3
Tableclothsqty 12
Stage drapesqty 4
Decorative plantsqty 10
Photo backdrop
Buntingqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the date and venue before inviting choirs, then open registration with a clear closing date. Allow at least two weeks after registration closes to process entries and resolve missing information.
Ask each choir for its performance length, technical requirements and arrival details during registration. Use this information to create the program schedule and place performances in the run sheet before printing it.
Check permits and insurance several weeks before the festival, especially if the venue, amplified sound or public attendance creates extra requirements. Do not leave these checks until the final week.
Plan the room around people as well as performances: allow space for stage sections, steps, music stands, changing-room chairs, clothes racks and clearly marked cable routes. Use cable mats or gaffer tape wherever extension cords cross walking areas.
Buy non-perishable supplies early, but collect fresh produce close to the event. Count cups, plates, cutlery and serving equipment against the expected attendance, and keep a separate shopping check on setup day.

Frequently asked questions

How far in advance should I organise a choir festival?: Start at least 8 to 12 weeks before the festival. Confirm the date and location first, then invite choirs, open registration and allow time for permits, insurance, volunteers and technical planning.
When should choir festival registrations close?: Close registration at least 3 weeks before the event if you need to build a detailed schedule and collect dietary requirements. Keep the final 2 weeks for confirming performances, resolving gaps and printing materials.
How many volunteers do I need for a choir festival?: Plan for at least 1 volunteer per active area at a time: registration, choir arrivals, stage changes, refreshments and general support. For a festival with five separate areas, schedule at least 5 volunteers during the busiest periods, with extra cover for breaks.
When should I set up the sound and stage equipment?: Open the venue at least 3 hours before the first performance for stage assembly, speakers, mixer, microphones, monitors and cable checks. Test every microphone and playback connection before choirs begin arriving.

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.