How to organise a choir festival from first invite to final encore

A choir festival needs more than a programme and a stage. Start by fixing the date and location, then invite choirs early enough to collect repertoire, performance times and technical requirements. Once registrations are coming in, build the running order around changeovers, audience flow and volunteer cover. The final week is for printing, route information, catering, weather checks and a practical sound and stage setup—not for chasing missing details.

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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
Confirm date and location
2 people
2
Invite choirs
2 people
3
Open the registration form
4
Write promotional copy
5
Create promotional image
6
Publish event online
7
Send invitations
2 people
8
Distribute posters
3 people
9
Process registrations
10
Collect dietary requirements
11
Compile the choir program
2 people
12
Confirm performances
2 people
13
Receive repertoire and times
14
Gather technical requirements
15
Make reservations
16
Place catering order
17
Assign volunteers
2 people
18
Finalize the run sheet
2 people
19
Have the program printed
20
Send route and parking information
21
Check the weather forecast
22
Send final visitor information
23
Do the shopping
3 people
24
Store chilled products
2 people
25
Lay out the programs
2 people
26
Check the venue
2 people
27
Arrange keys and access
2 people
28
Receive deliveries
2 people
29
Set up tables and chairs
5 people
30
Build stage sections
4 people
31
Connect the sound system
3 people
32
Test microphones
2 people
33
Hang lighting
3 people
34
Hang up decorations
3 people
35
Set up the information desk
2 people
36
Set up the catering buffet
3 people
37
Chill drinks
2 people
38
Prepare snacks
3 people
39
Set up the artist reception
2 people

Event

40
Welcome choirs
3 people
41
Warm up the choir
2 people
42
Open audience entrance
4 people
43
Hand out programs
3 people
44
Guide audience to seats
4 people
45
Open the festival
46
Guide the performances
3 people
47
Change performers
3 people
48
Serve drinks
4 people
49
Serve snacks
4 people
50
Refill drinks
2 people
51
Restock the buffet
2 people
52
Clear away dishes
3 people
53
Empty trash bins
2 people
54
Announce the break program
55
Guide choirs to the rest area
2 people
56
Answer audience questions
2 people
57
Announce the final act
58
Close the festival
2 people
59
Guide the audience to the exit
4 people

Aftercare

60
Turn off the sound equipment
2 people
61
Clean up catering
4 people
62
Wash dishes
3 people
63
Dismantle furniture
5 people
64
Remove decorations
3 people
65
Collect waste
4 people
66
Clean the venue
4 people
67
Collect lost and found items
2 people
68
Inventory materials
2 people
69
Return borrowed materials
2 people
70
Return rental equipment
2 people
71
Send thank-you message
72
Share photos with choirs

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

Tips

Set the date and location before inviting choirs, then give registration a firm closing date. Allow at least two weeks after registration closes to confirm performances, repertoire and running times.
Ask each choir for its repertoire, number of singers and technical needs in the registration process. Compile this information before building the programme so microphone, mixer, monitor and DI box requirements do not appear on festival day.
Build the running order with changeover time between choirs, not just performance length. Put the technical check, volunteer assignments and audience movements into the same run sheet so everyone works from one version.
Place the catering order only after collecting dietary requirements and confirming registrations. Keep chilled products stored safely, and check that the number of cups, glasses, plates and coffee cups matches the expected audience and performers.
Send final visitor information a few days before the festival with the route, parking details, programme and arrival times. On the day before, check the weather, print the programme, test the sound system and keep extension cords and cable trays ready for safe cable runs.

Frequently asked questions

How early should I invite choirs to a choir festival?: Invite choirs as soon as the date and location are confirmed, preferably at least 8 to 12 weeks before the festival. This gives them time to register, prepare repertoire and share performance and technical requirements.
How long should choir festival performances be?: Choose a fixed performance length and include a changeover period between choirs. A practical starting point is 15 to 20 minutes per choir plus 5 to 10 minutes for microphones, positions and technical adjustments.
When should I close choir festival registration?: Close registration at least 3 to 4 weeks before the event. You then have time to confirm performances, collect dietary requirements, compile the programme, order catering and assign volunteers.
When should I send final information to choir festival visitors?: Send the final route, parking and arrival information 3 to 5 days before the festival. Include any programme details and a contact point for last-minute questions, then print the final programme after the running order is confirmed.

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.