How to organise a choir performance

A choir performance runs smoothly when the music, room and audience flow are planned together. Start by fixing the date and venue, then build the programme around the choir’s repertoire and technical needs. Work backwards from the performance to allow time for invitations, registrations, programme booklets and catering. On the day, leave separate time for room setup, a soundcheck, choir warm-up, audience reception and last-minute access checks.

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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
Put together the performance program
2 people
3
Check repertoire and sheet music
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Confirm reservations
8
Lay out the program booklets
9
Print program booklets
10
Test the equipment
2 people
11
Do the shopping
2 people
12
Inform choir members

Event

13
Check the venue and access
2 people
14
Set up the hall
4 people
15
Set up the choir arrangement
3 people
16
Set up sound equipment
2 people
17
Set up lighting
2 people
18
Prepare sheet music
2 people
19
Welcome the choir
2 people
20
Run the sound check
3 people
21
Have the choir warm up
2 people
22
Set up catering
3 people
23
Set up the entrance and reception
2 people
24
Welcome visitors
3 people
25
Hand out program booklets
2 people
26
Serve coffee and tea
3 people
27
Announce the performance
28
Assist with the choir performance
3 people
29
Refill drinks
2 people
30
Serve break snacks
3 people
31
Guide visitors out
2 people
32
See the choir off
2 people

Aftercare

33
Dismantle equipment
3 people
34
Clear away chairs and tables
4 people
35
Wash dishes
3 people
36
Collect waste
2 people
37
Clean the hall and foyer
3 people
38
Check materials
2 people
39
Return borrowed materials
2 people
40
Store leftovers safely

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Choir chairsqty 30
Dressing room tablesqty 2
Registration desk

Tableware

Water glassesqty 100
Coffee cupsqty 60
Platesqty 100
Forksqty 100
Teaspoonsqty 60
Serving traysqty 6

Equipment

Microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Piano stool
Music standsqty 12
Extension cordsqty 6
Power stripsqty 4
DI box
Spare batteriesqty 12
Cable reelsqty 2
Gaffer tapeqty 2

Lighting

LED spotlightsqty 4
Atmosphere lightsqty 6

Decorations

Flower arrangementsqty 4
Tableclothsqty 8
Welcome sign
Direction signsqty 6
Program bookletsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Scissorsqty 2
Kitchen knivesqty 2
Cutting boardsqty 2
Serving tongsqty 4

Cleaning

Cleaning clothsqty 12
Bucketsqty 3
Mopsqty 3

Catering

Groceries

Tips

Confirm the room layout before printing anything: count audience chairs, choir chairs and music stands, and check where the piano, microphones and speakers will go.
Schedule the soundcheck before visitors arrive, then leave a separate block for the choir to warm up. A microphone test alone will not reveal problems with balance, feedback or monitor placement.
Ask for dietary requirements when people register, not during the final catering order. Keep the confirmed list with the catering supplies so nobody has to reconstruct it on the day.
Print programme booklets only after the repertoire, performer names and running order have been checked. Keep a small reserve for late registrations, damaged copies and people who forget to take one.
Test every powered item in the actual room, including the mixing desk, speakers, DI box, extension leads and LED spots. Pack spare batteries, gaffer tape and cable reels where the technical team can reach them quickly.

Frequently asked questions

How far in advance should I organise a choir performance?: Fix the date and venue at least 8 to 12 weeks ahead. That gives you time to confirm the repertoire, send invitations, process registrations, arrange catering and print the programme booklets.
How long before a choir performance should the choir arrive?: Plan for the choir to arrive 60 to 90 minutes before the audience. Use the first part for access and seating, then allow time for the soundcheck and a proper warm-up.
How many programme booklets should I print?: Print one booklet per expected visitor, plus 5 to 10 percent extra. For 80 visitors, prepare about 84 to 88 copies so late arrivals and damaged copies are covered.
When should I check the venue for a choir concert?: Check the space at least one week before the performance and again on the day. Verify access, room layout, power points, lighting, choir seating and the route from the entrance to the audience area.

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