How to organise a choir festival

A choir festival depends on timing: several groups need to arrive, perform, move through the venue and leave without creating bottlenecks. Start by fixing the date and location, then confirm participating choirs and collect their performance details before building the programme. After that, secure permits, insurance, catering, equipment and volunteers. The final stage is about turning the plan into a workable run sheet, floor plan, route and participant list.

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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
Collect performances and times
4
Confirm venue booking
5
Check permits
6
Check insurance
7
Compile program
2 people
8
Confirm performance times
9
Draft invitations
10
Send invitations
11
Open the registration form
12
Recruit volunteers
2 people
13
Process registrations
14
Collect dietary requirements
15
Book catering
16
Reserve equipment
17
Schedule first aid volunteers
18
Book host
19
Create floor plan
20
Determine stage layout
2 people
21
Determine route and entrance
22
Develop the run sheet
2 people
23
Publish the program
24
Create final participant list
25
Prepare name badges
2 people
26
Collect presentations
27
Create the technical and power plan
2 people
28
Check the shopping list
29
Check tableware stock
30
Do the shopping
2 people
31
Chill drinks
2 people
32
Prepare snacks
3 people
33
Collect materials
2 people
34
Set up tables and chairs
4 people
35
Set up stage sections
4 people
36
Set up the sound system
3 people
37
Connect microphones
2 people
38
Set up lighting
2 people
39
Secure power outlets
2 people
40
Hang up decorations
3 people
41
Set up the information desk
2 people
42
Set up the catering buffet
3 people
43
Prepare coffee and tea
2 people
44
Lay out the programs
2 people

Event

45
Welcome choirs
3 people
46
Escort choirs to the dressing rooms
2 people
47
Register choirs
2 people
48
Perform sound check
3 people
49
Perform a lighting check
2 people
50
Open audience entrance
3 people
51
Welcome visitors
4 people
52
Hand out programs
2 people
53
Announce the opening
54
Escort the choir to the stage
2 people
55
Provide technical support for performances
3 people
56
Present performances
57
Serve coffee and tea
2 people
58
Serve snacks
3 people
59
Refill drinks
2 people
60
Keep the buffet clean and stocked
2 people
61
Check changing rooms
62
Answer audience questions
2 people
63
Check toilets periodically
64
Remove waste periodically
2 people
65
Announce the closing act
66
Announce the closing
67
Guide visitors to the exit
3 people
68
Collect lost and found items

Aftercare

69
Turn off the sound system
2 people
70
Collect tableware
3 people
71
Tear down the buffet
3 people
72
Remove decorations
3 people
73
Dismantle tables and chairs
4 people
74
Take down stage sections
4 people
75
Sort and remove waste
3 people
76
Wash dishes
3 people
77
Clean the venue
4 people
78
Clean the changing rooms
2 people
79
Clean the restrooms
2 people
80
Store materials dry
2 people
81
Pack equipment safely
3 people
82
Check rental equipment
2 people
83
Return rental items
2 people
84
Clear away leftover groceries
2 people
85
Return lost property
86
Thank participating choirs

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Tablesqty 12
Chairsqty 120
High tablesqty 6
Clothes racksqty 6
Coat racksqty 4
Bollardsqty 12

Equipment

Active speakersqty 2
Mixer
Singing microphonesqty 6
Microphone standsqty 6
DI boxesqty 2
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 10
Laptopsqty 2
Presentation screen

Lighting

LED stage lightsqty 6
LED work lightsqty 4
String lightsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving spoonsqty 12
Small bowlsqty 20
Carafesqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Measuring cupsqty 4
Food containersqty 20
Cutting boardsqty 4

Decorations

Festival Flagsqty 8
Balloonsqty 100
Tableclothsqty 12
Stage backdrop
Directional signsqty 12
Name badgesqty 150
Badge holdersqty 150
Program standsqty 6

Cleaning

Waste binsqty 12
Mop setsqty 3
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8
Hand sanitizer holdersqty 6
Towel dispensersqty 4
Toilet brushesqty 4
Laundry basketsqty 4

Catering

Groceries

Tips

Confirm each choir’s performance length, arrival time and technical needs before publishing the programme. Leave transition time between performances; changing microphones, stands or stage sections usually takes longer than expected.
Open registration only after the venue capacity, entrance route and catering numbers are clear. Set a closing date at least 10 days before the festival so dietary requirements and name badges can be prepared.
Assign volunteers to specific shifts rather than asking for general help. Cover registration, entrances, stage changes, first aid and catering, with the first team arriving before the first choir.
Test the full audio setup in the venue, including the mixer, singing microphones, DI boxes, cables, extension cords and cable mats. Check power points and cable routes before chairs, tables and stage sections are placed.
Publish the programme only after performance times, the floor plan and the run sheet agree. Prepare the final participant list and name badges at least 2 days beforehand, and keep a printed copy on site.

Frequently asked questions

How far in advance should I organise a choir festival?: Start at least 4 to 6 months ahead if several choirs and a venue are involved. Confirm the date, location and participating choirs first, then allow time for registrations, permits, catering and technical planning.
How much time should I allow between choir performances?: Allow at least 10 to 15 minutes between performances for introductions, microphone changes and singers moving on and off stage. Add more time if choirs use different stage layouts or equipment.
When should choir festival registrations close?: Close registrations around 10 days before the festival. That gives you time to process the final list, collect dietary requirements, order catering and prepare name badges.
What should be checked at the venue before a choir festival?: Check the booking, permits, insurance, entrances, audience flow, power supply, stage layout and first aid arrangements at least 2 weeks before the event. Do a final technical and access check on the day before setup.

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.