How to organise a choir performance without last-minute problems

A choir performance depends on more than booking a room and inviting an audience. Confirm the date and repertoire with the choir first, then work through the venue, music, sound and guest arrangements in that order. On the day, allow time to ventilate the room, arrange seating, clear the performance space and test every microphone and cable before the choir arrives. This plan covers the details that are often left until the final hour, including refreshments, printed programmes and performer reception.

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
Reserve venue
2
Set the performance date with the choir
2 people
3
Draft invitations
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Compile program
2 people
8
Confirm performance repertoire
2 people
9
Collect music scores
2 people
10
Check technical requirements
2 people
11
Confirm reservations
12
Check the shopping list
2 people
13
Do the shopping
2 people
14
Buy chilled goods
15
Sort refreshments
2 people
16
Print programs
17
Open venue
2 people
18
Ventilate the hall
19
Set up tables
3 people
20
Set out chairs
3 people
21
Clear the stage area
2 people
22
Set up music stands
2 people
23
Connect sound equipment
2 people
24
Test microphones
2 people
25
Welcome the choir
2 people
26
Have the choir rehearse
2 people
27
Set out refreshments
3 people
28
Set up the reception table
2 people

Event

29
Welcome visitors
4 people
30
Hand out programs
2 people
31
Serve coffee and tea
3 people
32
Announce the performance
33
Assist with the choir performance
3 people
34
Refill drinks
2 people
35
Serve break snacks
3 people
36
Guide visitors
2 people
37
Handle the choir farewell
2 people
38
Collect tableware
2 people

Aftercare

39
Turn off the sound equipment
2 people
40
Clear away chairs
3 people
41
Clear tables
3 people
42
Wash dishes
3 people
43
Collect waste
2 people
44
Clean the room
3 people
45
Check toilets
46
Return materials
2 people
47
Handle lost property
48
Keep delivery notes
49
Send thank-you message

What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Coat racksqty 2
Coat racksqty 2

Equipment

Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 4
Music standsqty 25
Lecternsqty 2
Spare batteriesqty 12

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Water jugsqty 8
Serving traysqty 8

Kitchen

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Program standsqty 4
Wayfinding signsqty 6
Name badgesqty 30

Cleaning

Waste binsqty 4
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the repertoire and collect all music parts at least two weeks before the performance. This gives the choir time to identify missing scores and lets you plan music stands or lecterns for every section.
Book the venue before sending invitations, then confirm the reservation again 7 days before the event. Check access times, seating capacity, power outlets and whether the performance area can be cleared.
Schedule the sound check at least 60 minutes before the audience arrives. Test each microphone, stand, speaker, mixer channel, audio cable and extension lead separately, and keep spare batteries available.
Prepare refreshments from the final attendance count, including dietary requirements, no later than 3 days before the event. Sort chilled items separately and set out water jugs, coffee equipment, cups, glasses and serving trays before guests arrive.
Print programmes and place wayfinding signs on the day, not during the performance. Leave at least 45 minutes for chairs, tables, music stands, coat racks, flowers and the performance area to be arranged and checked.

Frequently asked questions

How far in advance should I organise a choir performance?: Start at least 6 to 8 weeks before the performance. Use the first two weeks to secure the venue, date, choir and repertoire, then send invitations once those details are fixed.
How long should a choir sound check take?: Allow 45 to 60 minutes for a small choir with microphones, and longer if you are using several speakers or a mixing desk. Test the full signal path before the choir arrives, then leave 15 minutes for adjustments.
When should I send invitations for a choir performance?: Send invitations 3 to 4 weeks before the event. Close or review registrations 7 days beforehand so you can confirm seating, refreshments and dietary requirements.
How many chairs and refreshments do I need for the audience?: Prepare one chair per confirmed guest plus 5 to 10 percent spare capacity. For a reception lasting about 2 hours, plan roughly 2 to 3 drinks per person for the first hour and one additional drink for each following hour.

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.