How to organise a choir festival without losing control

A choir festival needs more than a programme and a stage. Start by fixing the date, venue and performance structure, then give choirs a clear way to register and confirm their requirements. After that, build the practical operation around arrival, changing rooms, sound checks, performances, catering and audience movement. The details most often missed are music files, dietary information, enough volunteers at the information desk and a technical check 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
Set the date and program
2 people
2
Reserve venue
3
Check permits
4
Invite choirs
2 people
5
Send invitations
2 people
6
Open the registration form
7
Create promotional image
8
Promote the festival
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm performances
2 people
12
Gather music files
2 people
13
Book host
14
Book musical accompaniment
15
Book catering
2 people
16
Reserve equipment
17
Recruit volunteers
2 people
18
Assign volunteers
2 people
19
Develop the run sheet
2 people
20
Create floor plan
21
Determine room layout
2 people
22
Print the program
2 people
23
Make name badges
2 people
24
Create signage
2 people
25
Check the shopping list
2 people
26
Check tableware stock
27
Test equipment
2 people
28
Send final information to choirs
2 people
29
Place catering order
30
Replenish drink stock
2 people
31
Do the shopping
3 people
32
Set up cold storage area
2 people
33
Prepare snacks
3 people
34
Lay out the programme and badges
2 people

Event

35
Open venue
2 people
36
Set up the entrance and coat check
3 people
37
Clear the room for setup
4 people
38
Set up chairs
4 people
39
Build choir stage
4 people
40
Set up music stands
2 people
41
Set up sound equipment
3 people
42
Connect microphones
2 people
43
Check lights and cables
2 people
44
Conduct the sound check
3 people
45
Welcome choirs
4 people
46
Register choirs
3 people
47
Guide choirs to the dressing room
2 people
48
Distribute program
3 people
49
Staff the audience entrance
3 people
50
Manage the cloakroom
2 people
51
Set out coffee and tea
3 people
52
Chill drinks
2 people
53
Display snacks
3 people
54
Lead opening speech
2 people
55
Announce performances
56
Set up choirs
2 people
57
Operate microphones
2 people
58
Communicate schedule changes
59
Refill drinks
3 people
60
Refill snacks
3 people
61
Mark non-diet snacks
62
Announce break
63
Serve the break buffet
4 people
64
Supervise the public area
2 people
65
Take photos
66
Supervise the closing performance
2 people
67
Give thank-you speech
68
Guide the audience to the exit
3 people
69
See off the choirs
3 people
70
Dismantle the coat check
2 people
71
Switch off equipment
2 people

Aftercare

72
Collect tableware
3 people
73
Sort waste
3 people
74
Dismantle the choir stage
4 people
75
Put the chairs back
4 people
76
Dismantle audio equipment
3 people
77
Clean the kitchen
3 people
78
Clean the restrooms
2 people
79
Clean the room
4 people
80
Lock up the venue
2 people
81
Wash dishes
3 people
82
Chill leftover food
2 people
83
Inventory materials
2 people
84
Return rental items
2 people
85
Register lost and found items
86
Send thank-you messages
2 people
87
Share photos with choirs

What to bring

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

Furniture

Chairsqty 240
Foldable tablesqty 12
Buffet tablesqty 4
Information desk
Coat racksqty 4
Clothes hangersqty 240
Choir stage sectionsqty 12
Dressing room racksqty 6

Tableware

Coffee cupsqty 240
Glassesqty 240
Platesqty 240
Pastry forksqty 240
Coffee spoonsqty 240
Serving utensilsqty 24
Carafesqty 24
Thermos flasksqty 10

Equipment

Vocal microphonesqty 8
Microphone standsqty 8
Mixer
Speakersqty 2
Monitor speakersqty 2
Amplifier
Audio cablesqty 16
Extension cordsqty 12
Power stripsqty 8
Laptop
USB stickqty 2
Piano
Music standsqty 80
Conductor podiumsqty 8
Cable matsqty 12

Decorations

Festival bannerqty 2
Stage drapesqty 4
Flower arrangementsqty 8
Table runnersqty 12
Name badgesqty 30
Name badge holdersqty 30
Directional signsqty 12
Program standsqty 6

Lighting

LED spotlightsqty 6
String lightsqty 6
Battery lanternsqty 10
Spare batteriesqty 40

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Cutting boardsqty 6
Knivesqty 12
Serving plattersqty 24
Bread knivesqty 4
Ice packsqty 24

Cleaning

Waste binsqty 8
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand sanitizer pumpsqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Set the programme before inviting choirs. Include arrival times, sound checks, changing-room access, performance lengths and breaks, so registrations are based on a realistic schedule rather than a rough idea.
Close registrations early enough to process them properly. Allow at least 2 weeks to confirm performances, collect dietary requirements, gather music files and resolve duplicate or incomplete submissions.
Create the technical plan with the accompanist and host, not just the venue. Check vocal microphones, stands, mixer, speakers, monitors, piano, music stands and cable routes during a full sound check before the festival opens.
Assign volunteers to specific time blocks and locations. One person should own choir arrivals and name badges, while others cover backstage movement, the information desk, catering and changes to the run sheet.
Print and place practical information before doors open. Prepare the programme, signs, floor plan, room layout, coat-rack labels and dressing-room arrangements so choirs do not have to ask where to go between performances.

Frequently asked questions

How far in advance should I organise a choir festival?: Start planning at least 6 months before the festival. Set the date and programme first, reserve the venue and begin inviting choirs early; aim to close registrations around 6 to 8 weeks before the event.
How do I schedule performances at a choir festival?: Allow a fixed arrival and sound-check window for every choir, then add 10 to 15 minutes between performances for movement and changes. Keep the final programme short enough to include a break and recover from delays.
When should I collect dietary requirements for a choir festival?: Ask for dietary requirements in the registration form and set a deadline at least 3 weeks before the festival. Send the final numbers and requirements to the caterer after registrations have been checked.
What sound equipment does a choir festival need?: Plan the equipment around the room, choir size and accompaniment. Test microphones, stands, mixer, speakers, monitor speakers, amplifier, cables, extension cords and power strips at least 2 hours before the first performance.

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