How to organise a song festival from start to finish

A song festival needs more than a playlist and a screen. Start by securing the venue, inviting guests and collecting registrations and dietary requirements. Then build the running order and voting forms while you still have time to test the laptop, projector, speakers and livestream. On the day, allow several hours for room setup, food preparation, access checks and technical testing before guests arrive.

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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
Reserve venue
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Create final guest list
6
Create schedule and voting forms
7
Test the equipment
2 people
8
Check the shopping list
9
Do the shopping
2 people
10
Chill drinks
2 people
11
Prepare snacks
3 people
12
Check the venue
2 people
13
Arrange keys and access
14
Set up tables
3 people
15
Set up chairs
3 people
16
Set up screen and projector
2 people
17
Connect speakers
2 people
18
Check the livestream
2 people
19
Hang decorations
3 people
20
Set up buffet tables
3 people
21
Set up the voting table
22
Set out coffee and tea
2 people
23
Arrange snacks on platters
3 people

Event

24
Staff the reception desk
2 people
25
Welcome guests
2 people
26
Distribute program
27
Lead the afternoon quiz
2 people
28
Serve snacks
3 people
29
Refill drinks
2 people
30
Restock the buffet
2 people
31
Serve dinner
4 people
32
Explain the voting round
33
Collect voting forms
2 people
34
Calculate the result
2 people
35
Start live broadcast
2 people
36
Monitor technical setup during broadcast
37
Announce the winners
38
See off guests
2 people

Aftercare

39
Collect waste
3 people
40
Clear away food and drinks
2 people
41
Wash dishes
3 people
42
Switch off equipment
2 people
43
Remove decorations
2 people
44
Clean the venue
4 people
45
Put furniture back
3 people
46
Check materials
47
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Buffet tablesqty 3
Coat rack

Equipment

Television or projector
Projection screen
Speakersqty 2
Laptop
HDMI cableqty 2
Power stripsqty 4
Extension cordsqty 4
Remote controlsqty 2

Tableware

Platesqty 50
Glassesqty 60
Coffee cupsqty 45
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving plattersqty 12
Serving utensilsqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Ice cube traysqty 3

Decorations

Country flagsqty 40
Tableclothsqty 8
Balloonsqty 80
Ballot formsqty 50
Markersqty 20
Prize trophy

Lighting

String lightsqty 4
LED lightsqty 6

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop setsqty 2
Cleaning glovesqty 4
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the guest deadline early enough to create a final list and prepare voting forms. Send invitations first, then leave time to process registrations and follow up on missing dietary information.
Test the complete AV setup before the event, not just each item separately. Connect the laptop, HDMI cable, projector or television, speakers, power strips and remote controls, then run the livestream from the exact position you will use.
Plan the room around three separate functions: seating for the audience, a buffet area and a voting table. Set up tables and chairs before placing tablecloths, country flags, ballot forms, plates, glasses and serving utensils.
Start food and drink preparation before the final setup rush. Chill drinks in coolers, prepare snacks on cutting boards, and set out coffee, tea, cups and ice only after the main equipment has been tested.
Arrange keys and venue access in advance and complete a walkthrough before guests arrive. Check the coat rack, screen position, cable routes, reception desk and buffet flow so the welcome team is not solving practical problems at the door.

Frequently asked questions

How far in advance should I organise a song festival?: Start at least 4 to 6 weeks ahead. That gives you time to reserve the venue, send invitations, process registrations, collect dietary requirements and prepare the schedule and voting forms.
When should I test the projector and speakers for a song festival?: Do a full test at least 24 hours before the event, then repeat it on the day during setup. Test the laptop, HDMI connection, screen, speakers, power and livestream together for at least 30 minutes.
How long before guests arrive should I set up a song festival?: Allow 3 to 4 hours for setup if you need to arrange furniture, buffet tables, decorations, reception, voting materials and AV equipment. Finish the technical check at least 30 minutes before the doors open.
When should I collect dietary requirements for a song festival?: Ask for dietary requirements when invitations are sent and set a reply deadline at least 7 days before the event. Use the final guest list to check snacks, serving platters and buffet arrangements before shopping.

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.