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

A choir festival depends on more than a good performance schedule. You need enough time to invite choirs, process registrations, collect repertoire and dietary requirements, and match groups to performance slots. Start with the date and programme, then build one participant list that is updated throughout planning. In the final week, focus on printed programmes, name badges, directions, catering and technical checks. On the day, keep the stage, reception area and volunteer instructions moving to the same run sheet.

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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
Set the date and program
3 people
2
Invite choirs
2 people
3
Open the registration form
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Update participant list
8
Finalize performance assignments
3 people
9
Collect the repertoire
2 people
10
Check sheet music
2 people
11
Design program leaflets
2 people
12
Print program leaflets
2 people
13
Confirm reservations
14
Order catering
2 people
15
Test the equipment
3 people
16
Assign volunteers
2 people
17
Hand out the run sheet
18
Send directions
19
Make name badges
2 people
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Set up tables and chairs
4 people
23
Set up the reception area
3 people
24
Clear the stage area
3 people
25
Set up the sound system
3 people
26
Set up microphones
2 people
27
Install lighting
2 people
28
Retest the equipment
3 people
29
Hang up decorations
3 people
30
Put out program brochures
2 people
31
Lay out name badges
32
Set up catering
3 people
33
Prepare coffee and tea
2 people
34
Set up artist room
2 people

Event

35
Welcome choirs
4 people
36
Register attendance
2 people
37
Take choirs to the dressing room
2 people
38
Welcome the audience
3 people
39
Hand out program brochures
2 people
40
Give the opening speech
41
Guide the performances
3 people
42
Adjust microphones
2 people
43
Refill drinks
2 people
44
Serve coffee and tea
3 people
45
Serve snacks
3 people
46
Clear the break room
2 people
47
Announce evening program
48
Guide the joint rehearsal
3 people
49
Guide the joint concert
3 people
50
Moderate audience questions
2 people
51
Give a thank-you speech
52
See the audience out
3 people

Aftercare

53
Turn off the sound system
2 people
54
Collect waste
3 people
55
Collect tableware
3 people
56
Clear tables
3 people
57
Take down the sound system
3 people
58
Dismantle the lighting setup
2 people
59
Remove decorations
2 people
60
Wash dishes
3 people
61
Clean rooms
4 people
62
Clean the restrooms
2 people
63
Put furniture back
4 people
64
Check borrowed items
2 people
65
Return materials
2 people
66
Thank participants
2 people
67
Share photos
68
Handle lost and found

What to bring

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

Furniture

Tablesqty 12
Chairsqty 180
Dressing room tablesqty 6
Clothes racksqty 4
Coat racksqty 3
Waste binsqty 8

Tableware

Reusable coffee cupsqty 150
Water glassesqty 180
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving traysqty 12
Coffee potsqty 6
Thermos flasksqty 8

Equipment

Mixer
Speakersqty 2
Stage speakersqty 2
Wireless microphonesqty 4
Microphone standsqty 6
Microphone cablesqty 8
DI boxesqty 2
Laptop
Music standqty 12
Extension cordsqty 8
Power stripsqty 8

Lighting

LED stage lightsqty 6
Atmosphere lightsqty 12
Cable matsqty 10

Decorations

Festival bannersqty 8
Balloon archesqty 2
Tableclothsqty 12
Name card holdersqty 12
Program boardsqty 4

Kitchen

Coolersqty 6
Kettlesqty 4
Coffee machinesqty 3
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Ice packsqty 24
Thermos cupsqty 20

Catering

Groceries

Office

Program bookletsqty 250
Name badgesqty 150
Badge holdersqty 150
Ballpoint pensqty 30
Printer paperqty 2
Tapeqty 6
Notepadsqty 12
Pen holdersqty 6

Safety

First aid kitsqty 2
Flashlightsqty 4
Barrier tapeqty 2
Cable rampsqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Floor squeegeesqty 3
Rubber glovesqty 12

Tips

Set the date and programme before inviting choirs, then allow at least 6–8 weeks for replies and registration processing. Closing registration too late leaves little time to assign performance slots or check repertoire.
Ask for dietary requirements when choirs register, not after catering is ordered. Confirm the final numbers and requirements with the caterer at least 7 days before the festival.
Collect sheet music as soon as performance assignments are agreed. Allow 1–2 weeks to check missing pages, duplicate pieces and practical needs such as music stands before printing the programme leaflets.
Give every volunteer a run sheet and a clearly defined area, such as reception, stage changes or refreshments. Hold a 15-minute briefing before doors open so directions, timings and handovers are understood.
Test the mixer, speakers, stage speakers, wireless microphones and cables before the festival starts. Set up cable mats, power strips and extension cords before the sound check, rather than trying to solve cable routes when singers are arriving.

Frequently asked questions

How far in advance should you organise a choir festival?: Start at least 8–12 weeks before the event. That gives you time to invite choirs, process registrations, finalise performance assignments, collect repertoire and arrange catering and volunteers.
When should choir festival registration close?: Close registration around 4–6 weeks before the festival if you need to assign performance slots and prepare a printed programme. Keep the final participant and dietary-requirement check open until roughly 7 days before catering is confirmed.
How many volunteers do you need for a choir festival?: Plan at least 1 volunteer for reception, 1 for stage coordination and 1 for refreshments or catering, then add 1 person for every 3–4 choirs if groups need frequent guidance. The exact number depends on the venue and number of performance changes.
When should you do the sound check for a choir festival?: Complete the full sound check before doors open, ideally 60–90 minutes before the first performance. Test each microphone, speaker, DI box, cable and music input, and leave time to adjust the stage layout.

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.