How to organise a choir festival

A choir festival works best when the programme, venue and technical setup are developed together. Start by confirming the date and location, then invite choirs with a registration deadline that leaves time to process applications and collect dietary requirements. Once the programme is taking shape, plan the stage layout, sound equipment, volunteer roles and printed materials. On the day, allow time to open the venue, complete a safety check, set up the stage and test every microphone before the first choir arrives.

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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
Compile the choir program
2 people
3
Invite choirs
2 people
4
Publish registration form
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Confirm reservations
9
Check permits
10
Check insurance
11
Work out the stage layout
2 people
12
Collect technical requirements
2 people
13
Print the run sheet
14
Assign volunteers
2 people
15
Prepare a volunteer briefing
16
Design signage
17
Design program booklet
18
Print program booklets
2 people
19
Prepare name badges
2 people
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Prepare snacks
4 people
23
Open venue
2 people
24
Carry out a safety check
2 people
25
Set up stage sections
4 people
26
Set up tables
4 people
27
Set out chairs
4 people
28
Connect sound
3 people
29
Test microphones
2 people
30
Hang lighting
3 people
31
Hang decorations
3 people
32
Set up the information desk
2 people
33
Set up the catering buffet
4 people
34
Prepare the changing rooms
2 people
35
Check toilets
2 people
36
Brief volunteers
2 people

Event

37
Welcome choirs
3 people
38
Register choirs
2 people
39
Welcome the audience
4 people
40
Distribute program
2 people
41
Give the opening speech
42
Guide the performances
3 people
43
Swap microphones
2 people
44
Announce schedule changes
45
Escort the choir to the stage
2 people
46
Serve drinks
3 people
47
Refill drinks
2 people
48
Refill snacks
2 people
49
Mark non-diet snacks
50
Answer audience questions
2 people
51
Monitor the entrance
2 people
52
Check toilets periodically
2 people
53
Collect waste
2 people
54
Provide break music
55
Give thanks
56
Guide visitors out
3 people
57
Check out choirs
2 people

Aftercare

58
Switch off equipment
2 people
59
Take down the buffet
3 people
60
Collect tableware
3 people
61
Bring waste to the collection point
2 people
62
Clean the venue
4 people
63
Dismantle the stage and chairs
4 people
64
Remove decorations
3 people
65
Register lost and found items
66
Hand over keys and venue
2 people
67
Return materials
2 people
68
Store leftover stock
2 people
69
Handle lost and found

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Tablesqty 10
Chairsqty 180
Dressing room racksqty 4
Clothes hangersqty 80
Information desk
Bar stoolsqty 4

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 6
Microphone standsqty 6
Microphone coversqty 6
Music laptop
DI boxqty 2
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
AA batteriesqty 24
AAA batteriesqty 12

Lighting

LED lightsqty 8
String lightsqty 6
Light standsqty 4
Cable matsqty 10

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 100
Tea glassesqty 60
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12

Kitchen

Coolersqty 6
Ice containersqty 4
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Mixing bowlsqty 6
Serving plattersqty 16
Serving jugsqty 8
Thermos flasksqty 8
Bottle openersqty 4
Ice packsqty 24

Decorations

Buntingqty 8
Tableclothsqty 12
Flower arrangementsqty 8
Program boardsqty 4
Name badgesqty 80
Badge holdersqty 80
Directional signsqty 12
Cocktail table coversqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Toilet brushesqty 3
Hand soap dispensersqty 4
Waste binsqty 10

Catering

Groceries

Tips

Set the registration deadline at least 4–6 weeks before the festival. This gives you time to confirm reservations, compile the choir programme and follow up on missing dietary or technical information.
Build the running order around setup and changeover time, not only performance length. Allow at least 10–15 minutes between choirs if stage sections, microphones or music equipment need to be adjusted.
Collect technical requirements with each registration. Confirm the number of microphones, microphone stands, DI boxes and power connections before the event rather than discovering gaps during the sound check.
Brief volunteers in person or online at least 3–7 days beforehand. Give each person a clear area, such as the information desk, dressing rooms, stage changes, refreshments or guest guidance.
Finish printed materials at least 3 days before the festival. Print the run sheet, programme booklets, name badges and signage only after the choir order, timings and room assignments are confirmed.

Frequently asked questions

How far in advance should I organise a choir festival?: Start planning at least 3–6 months ahead, especially if several choirs and a specific venue are involved. Send invitations once the date and location are confirmed, then set a registration deadline 4–6 weeks before the event.
How much time should I allow between choir performances?: Allow 10–15 minutes between performances for stage changes, microphone adjustments and movement on and off stage. Add a longer break of 20–30 minutes if choirs need to change substantially or the audience needs refreshments.
When should I do the sound check for a choir festival?: Complete the main sound check before the first choir arrives, then allow 10–15 minutes for each choir to test its specific setup. Check wireless microphones, batteries, the mixer, speakers, the music laptop and power connections.
How many volunteers do I need for a choir festival?: Plan for at least 1 volunteer at the information desk, 1 coordinating the stage area, 1 managing choir arrivals and dressing rooms, and 1 handling refreshments for a small festival. Add one extra volunteer for every 3–4 participating choirs.

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.