What you need for a choir festival

A choir festival needs more than microphones and a stage. You will also need practical items for changing areas, audience seating, registration, refreshments and safe cable runs. This checklist covers the core equipment and supplies for a programme with several participating choirs, so you can compare it with your venue layout and expected attendance. Confirm quantities once registrations and dietary requirements are known.

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What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Tablesqty 12
Chairsqty 120
High tablesqty 6
Clothes racksqty 6
Coat racksqty 4
Bollardsqty 12

Equipment

Active speakersqty 2
Mixer
Singing microphonesqty 6
Microphone standsqty 6
DI boxesqty 2
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 10
Laptopsqty 2
Presentation screen

Lighting

LED stage lightsqty 6
LED work lightsqty 4
String lightsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving spoonsqty 12
Small bowlsqty 20
Carafesqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Measuring cupsqty 4
Food containersqty 20
Cutting boardsqty 4

Decorations

Festival Flagsqty 8
Balloonsqty 100
Tableclothsqty 12
Stage backdrop
Directional signsqty 12
Name badgesqty 150
Badge holdersqty 150
Program standsqty 6

Cleaning

Waste binsqty 12
Mop setsqty 3
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8
Hand sanitizer holdersqty 6
Towel dispensersqty 4
Toilet brushesqty 4
Laundry basketsqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 12 bottles
- White wine - 12 bottles
- Alcohol-free wine - 6 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Mixed nuts - 4 bags
- Olives - 6 jars
- Grapes - 8 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Cucumbers - 5 kilos
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilos
- Peppers - 4 kilos
- Hummus - 10 tubs
- Cream cheese - 3 kilos
- Young cheese - 5 kilos
- Aged cheese - 3 kilos
- Brie - 2 kilos
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Vegetarian spreads - 3 kilos
- Baguettes - 30 pieces
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Wholegrain rolls - 80 pieces
- Wraps - 80 pieces
- Unsalted butter - 2 kilos
- Mayonnaise - 3 bottles
- Mustard - 3 bottles
- Ketchup - 3 bottles
- Pesto - 2 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 kilo
- Black pepper - 500 grams
- Italian herbs - 2 jars
- Paprika powder - 1 jar
- Eggs - 60 pieces
- Herb cheese - 2 kilos
- Yogurt - 6 liter
- Muesli - 3 kilos
- Cookies - 12 packs
- Brownies - 120 pieces
- Apple pie - 8 pies
- Whipped cream - 12 cans
- Ice cubes - 20 kilo
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 4 rolls
- Trash bags - 100 pieces
- Compostable trash bags - 50
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 6 bottles
- Paper towels - 12 packs

Tips

Allow at least one singing microphone per active vocal position, plus one spare, and check that the mixer has enough inputs before the festival week.
Measure the stage and access route before ordering stage sections and steps. Leave clear space for performers to enter and exit without crossing cable runs.
Count chairs separately for performers, volunteers and the audience. Add high tables and regular tables only after you know where registration, refreshments and choir waiting areas will be placed.
Prepare cable mats, extension cords and power strips for every sound and lighting position. Test the full setup at least one day before the first performance, not on the morning itself.
Order cups, glasses, plates, cutlery and small bowls from the final registration numbers, then add a 10% buffer. Serving spoons are easy to overlook when catering arrives in bulk.

Frequently asked questions

What sound equipment do I need for a choir festival?: Plan for singing microphones, microphone stands, a mixer, active speakers, audio cables and DI boxes where instruments or playback are used. Have at least one spare microphone and test every input before the event.
How many chairs should I prepare for a choir festival?: Count the maximum number of singers seated offstage, registered volunteers and expected audience members separately. Confirm the final participant list at least 7 days before the festival so the chair layout can be adjusted.
When should I buy choir festival tableware?: Wait until registrations and dietary requirements are closed, usually 7 to 14 days before the event. Buy or reserve around 10% more cups, glasses and plates than the confirmed attendance.
What lighting and cable safety items are needed?: Use LED stage lights for performances and LED work lights for setup and backstage areas. Prepare cable mats wherever audio or power cables cross walkways, and test extension cords and power strips during the venue setup.

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