What you need for a choir festival

A choir festival needs more than chairs and a stage. You will need serving items for breaks, printed programmes for visitors, reliable audio connections and enough cable management to keep performers and guests safe. Use the confirmed choir numbers, audience estimate and performance schedule to set quantities. Order chilled catering items close to the event, and check technical requirements before buying or borrowing equipment.

Organize this event for free with Lizzt

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Stage skirtqty 2
Tablesqty 12
Chairsqty 180
Bar stoolsqty 6
Coat racksqty 4
Bollardsqty 12
Tableclothsqty 12

Equipment

Mixer
Speakersqty 2
Stage monitorsqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 2
XLR cablesqty 10
Jack cablesqty 6
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Laptop
Presentation screen

Lighting

LED stage lightsqty 6
Mood lightingqty 8
Light standsqty 4
Flashlightsqty 4

Tableware

Reusable cupsqty 220
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 180
Cake platesqty 120
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving spoonsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Small bowlsqty 20
Serving plattersqty 12
Pliersqty 8
Ice packsqty 24

Decorations

Festival bannerqty 2
Directional signsqty 12
Name badgesqty 80
Table numbersqty 12
Flower arrangementsqty 8
Buntingqty 10
Adhesive stripsqty 4
Markersqty 12
Pensqty 20

Cleaning

Waste binsqty 10
Trash bag holdersqty 6
Bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilograms
- Sweetener - 1 box
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Spa Blauw - 36 bottles
- Spa Red - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Prosecco - 4 bottles
- Ice cubes - 15 kilograms
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Tortilla chips - 8 bags
- Salted sticks - 6 bags
- Mixed nuts - 4 kilograms
- Olives - 3 kilograms
- Cucumber - 12 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilograms
- Bell peppers - 3 kilograms
- Grapes - 5 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Mini mozzarella - 2 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Herb butter - 2 kilograms
- Baguettes - 20 pieces
- Mini rolls - 180 pieces
- Multigrain bread - 8 loaves
- Cheese slices - 4 kilogram
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Hummus wraps - 60 pieces
- Chicken breast slices - 2 kilograms
- Vegetarian spread - 2 kilograms
- Lettuce - 8 heads
- Tomatoes - 4 kilogram
- Cucumber salad - 3 kilograms
- Pasta salad - 8 kilograms
- Raw vegetable salad - 6 kilograms
- Potato salad - 6 kilogram
- Quinoa salad - 4 kilograms
- Vegetarian quiche - 6 pieces
- Mini pizzas - 120 pieces
- Vegetable balls - 120 pieces
- Chicken skewers - 120 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Peanut sauce - 2 jars
- Pepper - 1 jar
- Salt - 1 pack
- Olive oil - 2 bottles
- Butter - 2 kilograms
- Cookies - 8 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Whipped cream - 12 cans
- Diet biscuits - 4 packs
- Gluten-free buns - 24 pieces
- Vegan sandwiches - 24 pieces
- Paper napkins - 600 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 dispensers
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- Cleaning wipes - 4 packs
- Trash bags - 100 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Coffee filters - 200 pieces
- Wooden stirrers - 300 pieces
- Straws - 200 pieces

Tips

Plan reusable cups, coffee cups, wine glasses and plates for the maximum number of people expected during the busiest break, not just for the number of singers. Add at least 10% extra so a dropped or misplaced item does not stop service.
Print one programme for each visitor and performer, plus around 10% spare copies. Finalise the running order only after every choir has confirmed its repertoire and performance time, otherwise you may need to reprint.
Check every choir’s technical requirements before hiring or buying equipment. Count microphones, stands, DI boxes and cables against the largest setup, and keep at least two spare XLR cables and one spare extension cord available.
Measure the stage and access route before arranging stage sections, steps and the stage skirt. Cable trays, power strips and extension cords should be long enough to reach without crossing walkways; test the full setup before doors open.
Buy or prepare small but easily missed items early: coat racks, tablecloths, bollards, flashlights and cable labels. Store chilled products only after delivery and keep the final visitor information, route details and parking instructions ready to send before the festival day.

Frequently asked questions

How many programmes should I print for a choir festival?: Print one programme per expected visitor and performer, then add about 10% spare copies. For 250 people, prepare roughly 275 programmes.
How many drinks do I need for a choir festival?: For the first hour, allow two to three drinks per person, then about one drink per person per additional hour. Add 10% extra for volunteers, performers and unexpected guests.
When should I order catering for a choir festival?: Place the catering order as soon as registrations and dietary requirements are known, ideally at least 7 days before the event. Confirm final numbers and chilled delivery details 48 hours beforehand.
How many spare cables should I bring to a choir festival?: Bring at least two spare XLR cables, one spare jack cable and one spare extension cord beyond the planned setup. Test every cable and connection before the first choir arrives.

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.