How to organise a choir festival

A choir festival depends on coordination more than decoration. Start by fixing the date and venue, then invite choirs early enough to confirm performances and build a realistic programme. Registration, dietary requirements, volunteers, permits and technical needs all affect the final schedule. In the last week, prepare the run sheet, floor plan, booklets and name badges; on the day, allow time for staging, sound checks, changing areas and fresh food.

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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
Create the program schedule
2 people
5
Confirm performances
2 people
6
Send invitations
2 people
7
Post promotion online
8
Distribute posters
3 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Recruit volunteers
2 people
12
Make reservations
13
Check permits
14
Check insurance
15
Gather technical requirements
2 people
16
Print the run sheet
17
Create floor plan
18
Design program booklets
19
Print program booklets
2 people
20
Prepare name badges
2 people
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Set up non-perishable supplies
2 people
24
Collect fresh produce
2 people
25
Open venue
2 people
26
Cordon off the loading and unloading area
2 people
27
Set up stage sections
4 people
28
Set up sound equipment
3 people
29
Connect microphones
2 people
30
Perform sound check
3 people
31
Set up tables
4 people
32
Set up chairs
4 people
33
Set up the reception desk
2 people
34
Set up the catering buffet
3 people
35
Chill drinks
2 people
36
Set up the coffee station
2 people
37
Prepare snacks
4 people
38
Hang decorations
3 people
39
Hang signs
2 people
40
Check toilets
41
Place waste stations
2 people

Event

42
Welcome choirs
3 people
43
Escort choirs to the dressing rooms
2 people
44
Welcome visitors
4 people
45
Hand out program booklets
2 people
46
Manage the cash register and donations
2 people
47
Give the opening speech
48
Announce performances
49
Swap microphones
2 people
50
Keep stage access clear
2 people
51
Serve coffee and tea
3 people
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Keep buffet clean
2 people
55
Empty trash bins
2 people
56
Check toilets periodically
57
Support the final performance
2 people
58
Deliver the closing speech
59
Guide visitors to the exit
3 people

Aftercare

60
Close catering
3 people
61
Turn off the sound equipment
2 people
62
Dismantle equipment
3 people
63
Remove decorations
3 people
64
Wash dishes
3 people
65
Clear tables and chairs
4 people
66
Collect waste
3 people
67
Clean the venue
4 people
68
Collect lost and found items
69
Secure cash
2 people
70
Hand over keys and venue
2 people
71
Return rental items
3 people
72
Store leftover stock
2 people
73
Take waste to the collection point
2 people
74
Send thank-you message
75
Share photos with choirs
76
Transfer the donation proceeds
2 people
77
Archive invoices and receipts

What to bring

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

Furniture

Stage sectionsqty 8
Stage stepsqty 2
Tablesqty 12
Chairsqty 180
Changing room chairsqty 30
Clothes racksqty 4
Waste binsqty 10
Buffet tablesqty 4

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Monitor speakersqty 2
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Music standsqty 12
Laptop
USB sticksqty 3

Lighting

LED work lightsqty 4
String lightsqty 6
Cable matsqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 120
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Scissorsqty 4
Measuring cupsqty 3
Ice packsqty 20

Decorations

Balloonsqty 150
Balloon ribbonqty 3
Tableclothsqty 12
Stage drapesqty 4
Decorative plantsqty 10
Photo backdrop
Buntingqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the date and venue before inviting choirs, then open registration with a clear closing date. Use the responses to confirm performance slots, group sizes and dietary requirements before publishing the programme.
Build the schedule around arrival, changing time, sound checks and performances—not just stage time. Give each choir a defined slot and keep a written run sheet for volunteers, technicians and the host.
Check permits, insurance and venue access several weeks before the festival. Confirm where stage sections, steps, tables, chairs, changing-room seating and clothes racks can be placed without blocking entrances or exits.
Gather technical requirements from every choir before finalising the setup. Test the speakers, mixer, wireless microphones, monitor speakers, microphone stands, laptop and USB sticks before doors open, and secure cables with cable mats or gaffer tape.
Prepare printed materials and supplies before the final week: programme booklets, name badges, signage, reusable cups and serving equipment. Shop for non-perishables early, then collect fresh produce close to the event so the buffet can be set up on time.

Frequently asked questions

How far in advance should I organise a choir festival?: Fix the date and venue at least 6 months ahead if several choirs are involved. Open registration and invite choirs soon after, then confirm performances and publish the programme around 4 to 6 weeks before the festival.
How do I schedule performances at a choir festival?: Allow a defined performance slot for each choir, plus arrival, changing and sound-check time. Leave at least 10 to 15 minutes between groups when the stage or microphone setup must change, and print the final run sheet before the event.
When should I recruit volunteers for a choir festival?: Recruit key volunteers 6 to 8 weeks before the festival, especially for registration, backstage coordination, hospitality and technical support. Send each person their role, meeting time and contact details at least 7 days in advance.
What should I check at the venue before a choir festival?: Check access, permits, insurance, power, lighting, changing rooms, stage dimensions and seating at least 4 weeks ahead. Do a final room and equipment check 1 to 2 days before opening, including extension cords, power strips and cable routes.

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.