Choir workshop checklist

A choir workshop runs smoothly when the musical work is ready before participants arrive. This checklist covers the planning sequence, from choosing the date and confirming the workshop leader to preparing scores, catering, rooms, and audio equipment. Build in time for registrations and dietary requirements, then use the final day to check the venue, arrange chairs in a semicircle, set up the keyboard, and prepare reception and refreshments. Keep the participant information and music parts ready to hand out at arrival.

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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
2 people
Reserve venue
Confirm workshop leader
Select the music repertoire
2 people
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Send participant information
Digitize music scores
2 people
Print music parts
2 people
Prepare name stickers
Order catering
Do the shopping
2 people
Collect equipment
2 people
Pick up venue keys
Check rooms
2 people
Arrange chairs in a semicircle
3 people
Set up tables for reception
2 people
Set up keyboard and stands
2 people
Connect audio equipment
2 people
Lay out the sheet music
2 people
Set up coffee station
2 people
Set up lunch buffet
2 people

Event

Staff the reception desk
2 people
Register participants
2 people
Hand out name stickers
Serve coffee and tea
2 people
Welcome and explain the program
Lead vocal warm-up
2 people
Lead the first choir session
3 people
Refill drinks
Serve coffee break
2 people
Collect tableware
Lead the second choir session
3 people
Serve lunch buffet
3 people
Restock the buffet
2 people
Clear the lunch dishes
2 people
Lead the third choir session
3 people
Refill drinks
Serve snack breaks
2 people
Lead the final rehearsal
3 people
Perform joint act
3 people
Distribute farewell and information
2 people

Aftercare

Distribute music scores
2 people
Switch off equipment
2 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Put furniture back
3 people
Return equipment
2 people
Return venue keys
Handle lost and found
Send thank-you message

What to bring

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

Furniture

Chairsqty 50
Tablesqty 6
Reception desk
Stoolsqty 4

Equipment

Keyboard
Keyboard stand
Microphonesqty 3
Microphone standsqty 3
Speaker
Audio mixer
Audio cablesqty 6
Power stripsqty 4
Extension cordsqty 4
Music standsqty 25
Metronome
Laptop
HDMI cable
Chargersqty 3

Paper goods

Music partsqty 50
Program leafletsqty 50
Name stickersqty 50
Pensqty 50
Notepadsqty 50
Flip chart pad
Whiteboard markersqty 6
Tapeqty 2
Scissorsqty 2

Tableware

Coffee cupsqty 50
Drinking glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving spoonsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 3
Bread knivesqty 2
Serving plattersqty 8
Serving trays with lidsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 8
Dish brushesqty 2
Hand soap dispensersqty 3

Lighting

Standing lampsqty 2

Catering

Groceries

Tips

Set the date, program, venue, and workshop leader before opening registration. Participants need the basic schedule and location details before they can make a reliable commitment.
Close registrations early enough to process names and dietary requirements before ordering catering. A practical deadline is 7 days before the workshop, leaving time to send final participant information.
Prepare the repertoire and music parts before the event week. Digitize the scores first, then print one complete set per participant plus a small number of spare copies.
Plan the room around the workshop format rather than the reception. A semicircle of chairs, music stands, keyboard, and clear sightlines for the leader should be in place before people arrive.
Treat the final setup as a timed handover: collect keys, check the rooms, connect the audio equipment, lay out the scores, and open the coffee station before registration starts. Keep chargers, cables, power strips, and extension cords together so setup does not stall.

Frequently asked questions

How far in advance should I plan a choir workshop?: Start planning at least 8 to 12 weeks ahead. Confirm the date, venue, workshop leader, repertoire, and catering first, then open registration once the core details are fixed.
When should choir workshop registration close?: Close registration about 7 days before the workshop. This gives you time to process registrations, collect dietary requirements, print name stickers and music parts, and send final information.
How many spare music parts should I print for a choir workshop?: Print one complete set per registered participant and 5 to 10% extra. For 40 participants, that means 42 to 44 sets, allowing for late additions, damaged pages, or missing copies.
When should the room be set up for a choir workshop?: Allow 60 to 90 minutes before registration for room and equipment setup. Arrange the chairs and music stands first, then set up the keyboard, microphones, speaker, audio mixer, and participant materials.

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