How to organise a song festival people can enjoy

A song festival needs more than a screen and a playlist. Start by confirming the date, venue and broadcasting rights, then build the guest list and budget before planning the programme. Registration details affect catering, seating and voting materials, so collect them early. In the final week, test the television, laptop, HDMI connections, speakers and microphone, and prepare printed ballots and quiz sheets 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
Confirm date and location
2 people
2
Check broadcasting rights
3
Reserve venue
4
Set the budget
2 people
5
Draft invitations
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Confirm registrations
10
Compile program
2 people
11
Prepare quiz questions
2 people
12
Design ballot forms
13
Buy quiz prizes
14
Calculate catering quantities
15
Check the shopping list
2 people
16
Test the equipment
2 people
17
Put together playlist
18
Assign quiz host
19
Check music rights
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Set up non-perishable supplies
2 people
23
Sort decorations
2 people
24
Print voting forms
25
Print quiz materials

Event

26
Open venue
2 people
27
Conduct a safety check
2 people
28
Ventilate the hall
29
Set up tables
3 people
30
Set up chairs
3 people
31
Set up the viewing display
3 people
32
Set up the television
2 people
33
Connect video feed
2 people
34
Connect sound
2 people
35
Check the broadcast
2 people
36
Hang decorations
3 people
37
Set up light decorations
2 people
38
Set up the buffet
3 people
39
Make coffee and tea
2 people
40
Present snacks
3 people
41
Set up information table
42
Set up the reception desk
2 people
43
Welcome guests
3 people
44
Explain the program
45
Serve welcome drinks
3 people
46
Host afternoon quiz
2 people
47
Collect responses
2 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Empty trash bins
2 people
51
Open the dinner buffet
3 people
52
Restock the buffet
2 people
53
Clear away dishes
2 people
54
Explain the voting round
55
Distribute ballot forms
2 people
56
Collect votes
2 people
57
Prepare result form
2 people
58
Announce the final
59
Start the final broadcast
2 people
60
Keep the snack buffet open
2 people
61
Announce the voting results
62
Congratulate the winner
63
See off guests
3 people

Aftercare

64
Switch off the equipment
2 people
65
Remove decorations
3 people
66
Clear away food and drinks
3 people
67
Sort waste
2 people
68
Wash dishes
3 people
69
Clear tables and chairs
4 people
70
Clean the room
3 people
71
Clean the restrooms
2 people
72
Gather borrowed items
2 people
73
Lock up the venue
2 people
74
Return equipment
2 people
75
Store leftover stock
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 55
Buffet tablesqty 3
High tablesqty 4
Coat rack
Clothes hangersqty 60
Storage cratesqty 8

Equipment

Television
Laptop
HDMI cablesqty 3
HDMI adapterqty 2
Speakersqty 2
Microphone
Microphone stand
Power stripsqty 6
Extension cordsqty 6
Batteriesqty 12
Wi-Fi router
Spare remote control
Printer
USB stickqty 2
Power banksqty 3
Cable tiesqty 50
Gaffer tapeqty 4
Cable matsqty 8
Spare cablesqty 4

Lighting

String lightsqty 4
LED lampsqty 6
Extension cordsqty 4

Decorations

Buntingqty 6
Country flagsqty 30
Balloonsqty 100
Balloon pumpqty 2
Adhesive hooksqty 30
Buntingqty 6
Photo backdrop
Photo propsqty 20
Tableclothsqty 8
Napkin holdersqty 8
Ballot box
Number signsqty 30
Table numbersqty 8
Welcome sign
Prize display
Chalkboardsqty 3
Chalk markersqty 6

Tableware

Reusable glassesqty 70
Wine glassesqty 40
Coffee cupsqty 50
Platesqty 70
Dessert platesqty 60
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving spoonsqty 8
Small bowlsqty 15
Serving plattersqty 8
Coffee potsqty 3
Teapotsqty 2
Reusable strawsqty 50
Carafesqty 8
Measuring cupsqty 2

Kitchen

Coolersqty 4
Thermos flasksqty 4
Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Serving spoonsqty 6
Bottle openersqty 3
Corkscrewsqty 2
Ice cube traysqty 4
Dishpanqty 2
Water jugsqty 6
Storage binsqty 10
Aluminum foilqty 2
Cling filmqty 2
Parchment paperqty 2
First aid kit
Kitchen timerqty 2
Label markersqty 4
Labelsqty 2

Catering

Groceries
Tea boxesqty 3
Serving traysqty 6
Ice packsqty 12
Bread basketsqty 4
Dessert bowlsqty 8
Coffee filtersqty 100
Bottled water cratesqty 4

Cleaning

Trash binsqty 6
Waste sorting binsqty 3
Broomqty 2
Dustpan and brushqty 2
Mop setqty 2
Bucketsqty 3
Microfiber clothsqty 12
Toilet brushesqty 2
Hand soapqty 4
Towel rollsqty 4
Rubber glovesqty 4

Tips

Set the date, venue and budget before sending invitations. Check broadcasting rights at the same time; leaving this until the final week can force you to change the viewing setup.
Ask guests for dietary requirements when they register, then confirm numbers before calculating catering quantities. Do the main shopping close enough to the event to keep chilled drinks and food in good condition.
Plan the running order with fixed times for the broadcast, quiz and voting. Assign the quiz host in advance and print the questions, ballot forms and other materials before setup day.
Test the television, laptop, HDMI cables, adapter, speakers and microphone together at the venue at least one day ahead. Check power strips, extension cords, batteries and the Wi-Fi connection rather than discovering a missing connection during the show.
Prepare the room in zones: viewing and seating, buffet service, voting, coats and photos. Put up flags, bunting and the backdrop after tables are positioned, so decorations do not block cables or walkways.

Frequently asked questions

How far in advance should I organise a song festival?: Start planning 6 to 8 weeks before the event. Confirm the date, venue, budget and broadcasting rights first, then send invitations and collect registrations.
How many drinks do I need for a song festival?: Plan on 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour afterwards. Add water and account for guests who do not drink alcohol.
When should I test the equipment for a song festival?: Run a full test at least 24 hours before guests arrive, using the actual television, laptop, HDMI adapter, speakers and microphone. Keep spare batteries and extension cables available on the day.
When should I print voting forms and quiz materials?: Print them 2 to 3 days before the event, once the programme, quiz questions and guest numbers are final. Print a few extra ballot forms and quiz sheets in case of mistakes or late registrations.

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.