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

A choir festival depends on more than a good concert programme. You need to coordinate participating choirs, performance times, registration details, staging, sound, catering and volunteer cover in the right order. Start by securing the date and location, then confirm who is performing and what each choir needs. Once the programme is stable, you can plan the stage, microphones, changing areas, refreshments and running order without last-minute changes.

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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
Contact participating choirs
2 people
3
Inventory performances
2 people
4
Compile program
2 people
5
Confirm performance times
2 people
6
Send invitations
2 people
7
Write promotional copy
8
Publish event online
9
Distribute posters
3 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Record choir contact details
13
Make reservations
2 people
14
Calculate catering quantities
2 people
15
Inform the performing choirs
16
Gather technical requirements
2 people
17
Create the microphone layout
2 people
18
Create stage layout
2 people
19
Develop the run sheet
2 people
20
Assign volunteers
2 people
21
Brief the presenter
22
Test the equipment
2 people
23
Do the shopping
3 people
24
Check materials
2 people
25
Print program
26
Make route signs
27
Check emergency exits
2 people
28
Check toilets
2 people

Event

29
Open venue
2 people
30
Set up the stage
6 people
31
Set up the sound system
3 people
32
Set up microphones
2 people
33
Set up lighting
2 people
34
Set up tables
4 people
35
Set up chairs
4 people
36
Set up the reception desk
2 people
37
Set up the catering buffet
4 people
38
Chill drinks
2 people
39
Make coffee and tea
2 people
40
Lay out the programs
2 people
41
Set up the cloakroom
2 people
42
Hang up route signs
2 people
43
Welcome choirs
3 people
44
Guide choirs to the dressing room
2 people
45
Start background music
46
Welcome visitors
4 people
47
Hand out programs
2 people
48
Handle ticket sales
2 people
49
Escort audience to the hall
2 people
50
Open the festival
51
Announce performances
52
Monitor sound level
2 people
53
Switch choirs
4 people
54
Serve drinks
3 people
55
Serve snacks
3 people
56
Refill drinks
2 people
57
Restock the buffet
2 people
58
Collect waste
2 people
59
Check toilets periodically
2 people
60
Start break music
61
Announce the closing act
62
Close the festival
2 people
63
See visitors out
3 people
64
See off the choirs
3 people

Aftercare

65
Turn off the sound equipment
2 people
66
Dismantle the stage
6 people
67
Dismantle furniture
4 people
68
Wash dishes
3 people
69
Store leftover catering
2 people
70
Empty waste containers
3 people
71
Clean the venue
4 people
72
Clean the restrooms
2 people
73
Remove decorations
2 people
74
Sort materials
3 people
75
Return borrowed materials
2 people
76
Lock up the venue
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Podium microphone standsqty 12
Tablesqty 12
Chairsqty 180
Changing room chairsqty 40
Clothes racksqty 4
Wardrobe tablesqty 2
Buffet tablesqty 4
Waste binsqty 8

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 200
Platesqty 180
Pastry forksqty 180
Teaspoonsqty 150
Serving traysqty 12

Equipment

Mixer
Active speakersqty 2
Stage monitorsqty 2
Wireless microphonesqty 4
Wired microphonesqty 8
DI boxesqty 2
Microphone cablesqty 12
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Laptop
Music player
Music standsqty 20
Folding chairs for musiciansqty 40
Toolboxqty 2
Cable reelsqty 4
Spare batteriesqty 24
Gaffer tapeqty 6
Cable tiesqty 100
Plug adaptersqty 8

Lighting

Stage spotlightsqty 6
Light standsqty 2
String lightsqty 4

Decorations

Festival bannersqty 6
Announcement signsqty 6
Directional signsqty 12
Tableclothsqty 12
Flower arrangementsqty 8
Program standsqty 6
Adhesive hooksqty 30
Ropeqty 2
Name badgesqty 120
Badge holdersqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Small bowlsqty 16
Storage binsqty 12
Dishpanqty 2
Towelsqty 12

Catering

Groceries

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Mop and bucket setsqty 2
Trash bag holdersqty 8
Toilet brushesqty 4
Rubber glovesqty 8
Cleaning bucketsqty 4

Office

Ballpoint pensqty 30
Clipboardsqty 8
Printer paperqty 2
Program foldersqty 10
Cloakroom numbersqty 200
Cash box

Safety

First aid kit
Flashlightsqty 4
Safety vestsqty 8
Fire extinguisherqty 2
Non-slip matsqty 6

Tips

Confirm each choir’s participation before publishing the programme. Record a named contact, expected group size, performance length and technical requirements so the running order is based on firm information.
Build the programme around fixed performance times, then leave clear changeover time between choirs. Include time for singers to move from changing rooms to the stage and for microphones or music stands to be repositioned.
Ask about dietary requirements when registrations are processed, not during the final week. Use the confirmed numbers to calculate catering quantities, and remember that choir members may need refreshments during waiting periods as well as at the main break.
Create the stage and microphone layouts before equipment testing. Check the mixer, active speakers, stage monitors, wired and wireless microphones, DI boxes, cables and power connections together in the actual room.
Assign volunteers to specific jobs and brief the presenter before the event day. A printed run sheet, programme and contact list will help the team handle arrivals, choir changes, catering and delays without relying on one organiser.

Frequently asked questions

How far in advance should I organise a choir festival?: Allow at least 3 to 6 months for a multi-choir festival. Confirm the date and location first, then contact choirs early enough to build the programme before promoting the event.
How do I schedule performances at a choir festival?: Set each choir’s performance time after collecting its repertoire and technical needs. Add a changeover period of around 10 to 15 minutes between groups, with extra time if the stage layout changes.
How many microphones do I need for a choir festival?: The number depends on choir size, stage width and whether soloists or presenters use separate microphones. Prepare the layout in advance and test every microphone, stand, cable, monitor and DI box in the venue before doors open.
When should I finalise catering for a choir festival?: Finalise catering quantities 7 to 14 days before the festival, once registrations and dietary requirements are reasonably complete. Keep a small buffer for late changes, and plan access to water, tea, coffee and food during waiting times.

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