How to organise a choir festival without losing track

Start by fixing the date, programme and venue before inviting choirs. Once performances are confirmed, open registrations and collect the information you need for the schedule, directions, dietary requirements and booklet. Sound, staging, changing areas and volunteer cover need booking earlier than most organisers expect. In the final week, confirm every choir, place the catering order, check equipment and prepare the site so the event day is about running the programme, not solving preventable gaps.

Organize this event for free with Lizzt

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
Contact choirs
2 people
3
Confirm performances
2 people
4
Reserve venue
5
Check permits
6
Send invitations
3 people
7
Open registrations
8
Recruit volunteers
2 people
9
Book catering
2 people
10
Reserve sound equipment
11
Hang up promotion
3 people
12
Process registrations
2 people
13
Collect dietary requirements
2 people
14
Gather choir information
2 people
15
Publish the performance schedule
16
Make program booklets
2 people
17
Send directions
18
Create volunteer schedule
2 people
19
Place catering order
2 people
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Collect equipment
2 people
23
Sort program booklets
2 people
24
Stock the refrigerators
2 people
25
Confirm choir attendance

Event

26
Open venue
2 people
27
Clear the loading and unloading area
2 people
28
Clear the stage area
3 people
29
Set up tables
4 people
30
Set up chairs
5 people
31
Set up the stage
4 people
32
Set up the sound system
3 people
33
Connect microphones
2 people
34
Conduct sound check
3 people
35
Hang decorations
3 people
36
Set up the information desk
2 people
37
Set up the catering area
3 people
38
Prepare coffee and tea
3 people
39
Set out snacks
4 people
40
Welcome choirs
3 people
41
Register choirs
2 people
42
Assign changing rooms
2 people
43
Carry out the final stage check
2 people
44
Open the public entrance
3 people
45
Distribute program
3 people
46
Welcome visitors
4 people
47
Support first performances
3 people
48
Serve break drinks
4 people
49
Refill drinks
3 people
50
Serve snacks
4 people
51
Clear away dishes
3 people
52
Announce performances
53
Escort the choir to the stage
2 people
54
Swap microphones
2 people
55
Answer audience questions
2 people
56
Check toilets
2 people
57
Empty trash bins
2 people
58
Provide choirs with water
2 people
59
Lead the final
4 people
60
See the audience out
4 people
61
Turn off the sound equipment
2 people
62
Close catering
3 people
63
Chill leftovers
2 people

Aftercare

64
Stack chairs
4 people
65
Fold up the tables
3 people
66
Dismantle the stage
4 people
67
Pack up sound equipment
3 people
68
Collect waste
4 people
69
Wash dishes
4 people
70
Clean the catering area
3 people
71
Clean the restrooms
2 people
72
Sweep the venue
3 people
73
Collect lost and found items
74
Return equipment
2 people
75
Return furniture
2 people
76
Store leftover groceries
2 people
77
Hand over the venue
2 people
78
Thank the choir
2 people
79
Share photos
80
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Tablesqty 12
Chairsqty 280
Dressing room racksqty 4
Clothes hangersqty 80
Party tentsqty 3
Folding counter
Changing room screensqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 3
Laptop
Presentation screen
Walkie-talkiesqty 6
Charging stationsqty 2
Handheld megaphone

Tableware

Coffee cupsqty 120
Glassesqty 300
Platesqty 300
Forksqty 300
Knivesqty 300
Spoonsqty 200
Serving plattersqty 20
Serving traysqty 8
Coffee potsqty 6
Teapotsqty 4
Water jugsqty 10

Kitchen

Cutting boardsqty 4
Chef’s knivesqty 4
Bread knivesqty 4
Measuring cupsqty 2
Storage binsqty 12
Coolersqty 6
Ice packsqty 24
Thermos flasksqty 8
Serving traysqty 8

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpsqty 2
Tableclothsqty 12
Stage backdrop
Name badgesqty 120
Tapeqty 6
Cable tiesqty 100
Chalkboardsqty 4
Chalk markersqty 8

Lighting

LED lampsqty 8
String lightsqty 6
Batteriesqty 24

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mop setsqty 2
Bucketsqty 4
Cleaning clothsqty 24
Waste binsqty 10
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6

Catering

Groceries

Tips

Set the programme before contacting choirs, including performance lengths, changeover time and a clear arrival window. Ask each choir to confirm its attendance before you publish the schedule.
Reserve the venue and check permits early, then walk through the room layout. Mark space for stage sections, stage steps, chairs, tables, dressing rooms and any party tents before ordering or collecting equipment.
Open registrations only after you know what information you need. Collect choir size, contact details, performance requirements and dietary requirements in one form so you are not chasing missing answers by email.
Treat sound and volunteer planning as separate workstreams. Confirm speakers, mixer, microphones, stands, DI boxes, cables and power access, then create a volunteer schedule with named cover for arrivals, backstage changes, catering and directions.
Use the final week for confirmations rather than new decisions. Send directions, sort the programme booklets, stock refrigerators, check the shopping list and verify that walkie-talkies, charging stations and presentation equipment are ready.

Frequently asked questions

How far in advance should I organise a choir festival?: Start planning at least 6 months ahead if several choirs, a venue and sound equipment are involved. Aim to confirm the date and venue first, contact choirs within the next 2 weeks, and finish the performance schedule several weeks before the festival.
When should I open choir registrations?: Open registrations once the date, venue and basic programme are fixed, usually 3 to 4 months before the event. Set a closing date at least 6 weeks before the festival so you have time to process registrations and publish the schedule.
How many volunteers do I need for a choir festival?: Plan at least 1 volunteer for every 25 to 30 attendees, plus separate cover for choir check-in, backstage changes, catering and sound support. For a festival with 100 attendees, start with 4 to 6 volunteers and add more if choirs perform simultaneously.
When should I order catering for a choir festival?: Collect dietary requirements when registrations close and place the catering order about 2 weeks before the festival. Reconfirm the headcount and special diets 3 to 5 days beforehand, then prepare serving platters, trays, cups, glasses, plates and cutlery for the expected number of people.

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.