Choir performance checklist: what to arrange and when

A choir performance depends on more than the singers and the program. You need to confirm the venue, date, repertoire, invitations, technical setup and refreshments in the right order. This checklist takes you from the first booking through receiving the choir and testing the microphones on the day. It also helps prevent common delays, such as missing music stands, untested cables or drinks that are not chilled and sorted before guests arrive.

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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

Reserve venue
Set the performance date with the choir
2 people
Draft invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Compile program
2 people
Confirm performance repertoire
2 people
Collect music scores
2 people
Check technical requirements
2 people
Confirm reservations
Check the shopping list
2 people
Do the shopping
2 people
Buy chilled goods
Sort refreshments
2 people
Print programs
Open venue
2 people
Ventilate the hall
Set up tables
3 people
Set out chairs
3 people
Clear the stage area
2 people
Set up music stands
2 people
Connect sound equipment
2 people
Test microphones
2 people
Welcome the choir
2 people
Have the choir rehearse
2 people
Set out refreshments
3 people
Set up the reception table
2 people

Event

Welcome visitors
4 people
Hand out programs
2 people
Serve coffee and tea
3 people
Announce the performance
Assist with the choir performance
3 people
Refill drinks
2 people
Serve break snacks
3 people
Guide visitors
2 people
Handle the choir farewell
2 people
Collect tableware
2 people

Aftercare

Turn off the sound equipment
2 people
Clear away chairs
3 people
Clear tables
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Check toilets
Return materials
2 people
Handle lost property
Keep delivery notes
Send thank-you message

What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Coat racksqty 2
Coat racksqty 2

Equipment

Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 4
Music standsqty 25
Lecternsqty 2
Spare batteriesqty 12

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Water jugsqty 8
Serving traysqty 8

Kitchen

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Program standsqty 4
Wayfinding signsqty 6
Name badgesqty 30

Cleaning

Waste binsqty 4
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Reserve the venue and agree the performance date with the choir before sending invitations. Confirm access time, seating capacity, podium space and whether the venue provides microphones, speakers or a mixer.
Confirm the repertoire early enough to collect every music part and prepare the printed program. Allow at least 1–2 weeks for final changes, especially if the choir needs updated scores or the program includes guest performers.
Process RSVPs together with dietary requirements rather than leaving them until the shopping stage. Use the final headcount to check chairs, glasses, coffee cups and refreshments before buying anything.
Open and ventilate the hall before setting up. Leave at least 60–90 minutes for tables and chairs, a clear performance area, music stands, sound equipment and microphone testing.
Test every microphone, speaker, cable and power connection before the choir arrives, then keep spare batteries and extension leads accessible. A short sound check is easier before guests are seated than during the opening minutes of the performance.

Frequently asked questions

How far in advance should I plan a choir performance?: Start booking the venue and fixing the choir date at least 6–8 weeks ahead. Send invitations once the date, location and basic program are confirmed, then keep the final week for confirmations, shopping and printing.
How long before a choir performance should the venue open?: Open the venue 60–90 minutes before the audience arrives. That gives you time to ventilate the hall, arrange seating, clear the podium area, place music stands and test the microphones and speakers.
How many microphones does a choir performance need?: The number depends on the choir, room and sound system, so confirm the technical requirement with the choir before the event. Test all microphones and microphone stands on site at least 30 minutes before the choir’s arrival, with cables, power strips and spare batteries ready.
When should I buy refreshments for a choir performance?: Check the shopping list after RSVPs and dietary requirements are processed, then buy perishable and chilled items as close to the event as practical. Sort drinks and serving items before guests arrive so setup does not compete with welcoming the choir.

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.