How to organise a choir festival from first invitation to final performance

A choir festival needs more coordination than a standard concert: several choirs, a shared programme, changing rooms, technical setup and food service must fit together. Start by confirming the participating choirs and opening registration, then build the programme around realistic arrival, rehearsal and performance times. Reserve the venue and catering early, collect dietary requirements as registrations come in, and assign volunteers before the final week. On the day, allow enough time to assemble the stage, test microphones and speakers, set up seating and guide visitors through the venue.

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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
Send invitations
2 people
2
Open the registration form
3
Contact choirs
2 people
4
Make reservations
5
Process registrations
2 people
6
Collect dietary requirements
7
Compile program
2 people
8
Confirm performances
2 people
9
Assign volunteers
2 people
10
Coordinate technical setup
2 people
11
Order catering
12
Print the program
13
Make route signs
2 people
14
Send visitor information
15
Check the weather forecast
16
Call the last participants
2 people
17
Do the shopping
3 people
18
Chill drinks
2 people
19
Test equipment
2 people
20
Prepare materials
3 people

Event

21
Open venue
2 people
22
Clear the stage area
3 people
23
Set up tables
4 people
24
Set up chairs
4 people
25
Set up stage sections
4 people
26
Set up microphones
2 people
27
Connect the sound system
2 people
28
Perform sound check
3 people
29
Hang lighting
2 people
30
Hang decorations
3 people
31
Set up the information desk
2 people
32
Set up the catering buffet
3 people
33
Make coffee and tea
2 people
34
Arrange snacks
3 people
35
Welcome performers
2 people
36
Register choirs
2 people
37
Set up changing rooms
2 people
38
Hang up the program
39
Brief volunteers
2 people
40
Open the public entrance
2 people
41
Welcome visitors
3 people
42
Distribute program
2 people
43
Give the opening speech
44
Guide the performances
3 people
45
Escort the choir to the stage
2 people
46
Operate microphones
2 people
47
Announce breaks
48
Serve coffee break
4 people
49
Refill drinks
2 people
50
Refill snacks
2 people
51
Collect tableware
2 people
52
Answer audience questions
2 people
53
Check toilets
54
Empty trash bins
2 people
55
Support the final performance
3 people
56
Announce the closing
57
See visitors out
3 people
58
See off the artists
2 people

Aftercare

59
Turn off the sound equipment
2 people
60
Clear buffet
3 people
61
Wash dishes
3 people
62
Clear tables and chairs
4 people
63
Remove decorations
2 people
64
Collect waste
3 people
65
Clean the venue
4 people
66
Collect lost and found items
67
Return equipment
2 people
68
Return furniture
2 people
69
Store leftover stock
2 people
70
Return venue keys

What to bring

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

Furniture

Stage sectionsqty 6
Foldable tablesqty 10
Chairsqty 180
Buffet tablesqty 4
Coat racksqty 3
Changing room chairsqty 30

Tableware

Coffee cupsqty 180
Water glassesqty 180
Platesqty 180
Pastry forksqty 180
Teaspoonsqty 180
Serving spoonsqty 12

Equipment

Mixer
Active speakersqty 2
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Extension cordsqty 8
Power stripsqty 6
Spare batteriesqty 16
Music standsqty 12
Coolersqty 6
Thermos flasksqty 8

Decorations

Festival Flagsqty 20
Balloonsqty 100
Tableclothsqty 14
Stage drapesqty 4
Directional signsqty 10
Program boardsqty 4
Name badgesqty 40

Lighting

LED string lightsqty 8
LED spotlightsqty 6
Battery lanternsqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 12
Storage binsqty 12
Cold thermometersqty 2

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Toilet brushesqty 3
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Set a registration deadline at least 3 weeks before the festival. Use the final list to confirm choir names, number of singers, arrival times and dietary requirements before compiling the programme.
Build the running order with changeover time included. Allow at least 10 minutes between performances for choirs to leave, the next group to enter and microphones or music stands to be adjusted.
Assign volunteers to specific areas rather than giving everyone general duties. Plan separate coverage for registration, changing rooms, stage support, catering and visitor directions, with a named backup for each area.
Schedule the technical setup before the first choir arrives. Test the mixer, active speakers, wireless microphones, DI boxes and spare batteries, then check every extension cord and power strip for safe placement.
Prepare visitor information and route signs no later than the final week. Print the programme, prepare name badges and mark the entrances, changing rooms, stage and catering area so volunteers are not repeatedly interrupted for directions.

Frequently asked questions

How far in advance should I organise a choir festival?: Start contacting choirs and reserving the venue at least 4 to 6 months ahead. Open registration once the date, venue and basic schedule are confirmed, ideally no later than 8 weeks before the festival.
How much time should I allow between choir performances?: Allow 10 to 15 minutes between performances for stage changes and movement between the changing rooms and stage. Add a longer 20- to 30-minute break after several choirs for refreshments and technical checks.
When should I order catering for a choir festival?: Confirm the catering quantity about 3 weeks before the event, once most registrations are processed. Freeze dietary requirements and the final headcount 7 days before the festival, while keeping a small allowance for late changes.
When should the sound equipment be tested?: Complete a full equipment test on the festival day at least 2 hours before the first performance. Test each microphone, speaker, cable, DI box and battery separately, then repeat a quick check after the stage sections are in place.

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