How to organise a choir competition

A choir competition needs a clear process long before the first group reaches the stage. Start by defining the rules, judging method and performance format, then open registration with a firm deadline and collect the details needed for scheduling. Once entries are confirmed, secure the venue, judges, host and volunteers, and check permits, insurance and technical requirements. In the final weeks, lock the running order, music files, catering and printed documents so the event team is not making decisions between performances.

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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

1
Draw up competition rules
2 people
2
Invite choirs
2 people
3
Open registration
4
Process registrations
2 people
5
Check participant details
2 people
6
Assign performances
2 people
7
Invite the judges
2 people
8
Book host
9
Recruit volunteers
2 people
10
Reserve venue
11
Check permits
12
Check insurance
13
Send invitations
2 people
14
Open audience registration
15
Collect dietary requirements
16
Order catering
2 people
17
Reserve jury meals
18
Order prizes and certificates
19
Print the run sheet
20
Print the performance schedule
21
Print Jury Forms
2 people
22
Send participant letter
23
Gather technical requirements
2 people
24
Gather music files
2 people
25
Do the shopping
3 people
26
Collect materials
2 people
27
Share the location and route
28
Create the volunteer schedule
2 people
29
Designate the first aid contact
30
Check the public entrance
2 people

Event

31
Clear the stage area
4 people
32
Set up the stage
4 people
33
Set up sound equipment
3 people
34
Connect microphones
2 people
35
Perform sound check
3 people
36
Set up jury tables
2 people
37
Set up audience seating
4 people
38
Set up the reception desk
2 people
39
Set up artist room
2 people
40
Build the catering buffet
3 people
41
Chill drinks
2 people
42
Prepare the jury meals
2 people
43
Hang decorations
3 people
44
Put up directional signs
2 people
45
Staff the registration desk
2 people
46
Welcome choirs
3 people
47
Register attendance
2 people
48
Hand out programs
2 people
49
Welcome the audience
3 people
50
Guide choirs to the dressing room
2 people
51
Announce performances
52
Coordinate stage changes
2 people
53
Hand out judging forms
54
Collect jury forms
55
Check scores
2 people
56
Serve drinks
3 people
57
Serve snacks
3 people
58
Refill drinks
2 people
59
Refill buffet
2 people
60
Serve the jury meals
2 people
61
Check toilets
62
Empty trash bins
2 people
63
Answer audience questions
2 people
64
Prepare awards ceremony
3 people
65
Announce the winners
2 people
66
Present prizes
2 people
67
Take group photo
2 people
68
Guide the audience to the exit
2 people

Aftercare

69
Switch off equipment
2 people
70
Dismantle audio equipment
3 people
71
Dismantle the stage
4 people
72
Clear away chairs and tables
4 people
73
Remove decorations
3 people
74
Wash dishes
3 people
75
Clean the kitchen
2 people
76
Clean the venue
4 people
77
Sort waste
2 people
78
Collect lost and found items
79
Inventory materials
2 people
80
Return borrowed items
2 people
81
Lock up the venue
2 people
82
Send thank-you message to participants
83
Send a thank-you message to the jury
84
Share photos
85
Publish results

What to bring

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

Furniture

Stage sectionsqty 6
Jury tablesqty 4
Foldable tablesqty 10
Audience chairsqty 220
Bar stoolsqty 6
Coat racksqty 4
Changing room benchesqty 12
Waste binsqty 10

Tableware

Drinking glassesqty 250
Wine glassesqty 80
Coffee cupsqty 120
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12
Carafesqty 20

Equipment

Mixing console
Speakersqty 4
Microphonesqty 6
Microphone standsqty 6
Music playersqty 2
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Music standsqty 20
Laptop
Printer
Camera

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 6
Serving traysqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Small bowlsqty 20
Thermos flasksqty 4

Decorations

Stage drapesqty 4
Balloonsqty 100
Buntingqty 8
Tableclothsqty 14
Flower arrangementsqty 8
Name badgesqty 30
Wayfinding signsqty 12
Program standsqty 8

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Battery lanternsqty 8

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 8
Boxes for lost and foundqty 2

Catering

Groceries

Tips

Set the competition format before inviting choirs. State the entry deadline, maximum performance length, required music files and judging criteria in one rules document, then allow at least 2 weeks to process registrations and correct missing details.
Build the performance schedule only after checking every choir’s participant details and technical needs. Leave a 10- to 15-minute buffer between performance blocks for stage changes, sound checks and late arrivals.
Confirm the judges, host and volunteer shifts at least 4 weeks before the competition. Give each person a written arrival time, assigned area and contact number; volunteers are especially easy to overlook once registrations become busy.
Treat the venue and production setup as one package. Check permits and insurance early, then test the mixing console, speakers, microphones, music players, extension cords and cable routes in the actual room at least 1 day before the event.
Prepare the audience and participant information separately. Send the participant letter with arrival, changing-room and schedule details, while opening audience registration only after capacity, seating, catering and dietary requirements can be handled reliably.

Frequently asked questions

How far in advance should I organise a choir competition?: Allow at least 4 to 6 months for a competition with several choirs. That gives you time to reserve the venue, invite judges, open registration, confirm entries and resolve technical or permit issues before the final month.
How long should a choir performance be?: Set a clear limit in the competition rules, commonly 10 to 15 minutes per choir including stage entry and exit. Add a 10- to 15-minute changeover buffer between performance blocks when creating the schedule.
When should I send the choir competition schedule?: Send the confirmed performance schedule and participant letter at least 7 days before the event. Include arrival times, the assigned performance slot, music-file instructions, changing-room information and a contact for last-minute questions.
What technical equipment do I need for a choir competition?: Plan for speakers, a mixing console, microphones and stands, music players, music stands, a laptop, extension cords, power strips and safe cable routes. Complete a room test at least 1 day beforehand, using the same microphones and music files planned for the competition.

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