How to organise an orchestra festival

An orchestra festival needs more than a performance schedule. Start by fixing the date and programme, then confirm orchestras, collect repertoire and timings, and process registrations before booking the final setup. The venue must support instrument access, stage sections, music stands, audience seating and a practical sheet-music area. Work backwards from opening time so permits, catering, print materials, volunteers and technical checks are ready before performers 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
Set the date and program
3 people
2
Invite orchestras
2 people
3
Process registrations
2 people
4
Schedule performances
2 people
5
Collect repertoire and timings
2 people
6
Register contacts
7
Send invitations
2 people
8
Process audience registrations
2 people
9
Collect dietary requirements
10
Reserve venue
11
Check permits
12
Arrange parking
2 people
13
Order catering
2 people
14
Reserve equipment
2 people
15
Order print materials
16
Assign volunteers
2 people
17
Print contact list
18
Print the program
2 people
19
Prepare route signs
2 people
20
Make name badges
2 people
21
Label music stands
2 people
22
Work out the stage layout
2 people
23
Gather technical requirements
2 people
24
Set up sheet music area
2 people
25
Develop audience routing
2 people
26
Do the shopping
3 people
27
Chill drinks
2 people
28
Prepare snacks
4 people
29
Prepare the coffee and tea station
2 people
30
Open venue
2 people
31
Set up the stage
6 people
32
Set up the sound system
4 people
33
Set up lighting
3 people
34
Set up chairs
5 people
35
Set up tables
3 people
36
Set up the reception desk
2 people
37
Set up the catering buffet
3 people
38
Hang decorations
3 people
39
Put up route signs
2 people
40
Place waste stations
2 people
41
Check toilets
2 people
42
Test the equipment
4 people
43
Test instrument setup
3 people

Event

44
Welcome the orchestras
4 people
45
Welcome the audience
4 people
46
Distribute program
2 people
47
Staff the cloakroom
2 people
48
Escort the orchestras to the performance area
2 people
49
Announce performances
50
Operate microphones
2 people
51
Operate lighting
52
Announce break
53
Serve snacks
3 people
54
Refill drinks
3 people
55
Serve coffee and tea
2 people
56
Restock the buffet
2 people
57
Answer audience questions
2 people
58
Register lost and found items
59
End final performance
2 people
60
See the audience out
3 people

Aftercare

61
Switch off equipment
3 people
62
Arrange for instruments to be collected
2 people
63
Tear down stage
6 people
64
Dismantle the sound system
4 people
65
Put furniture back
5 people
66
Wash dishes
3 people
67
Collect waste
3 people
68
Clean the venue
5 people
69
Remove decorations
3 people
70
Check materials
2 people
71
Return borrowed items
2 people
72
Lock up the venue
2 people

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Chairsqty 180
Bistro tablesqty 12
Buffet tablesqty 6
Reception deskqty 2
Coat racksqty 3
Folding chairsqty 12
Bollardsqty 12
Barrier tapeqty 6

Equipment

Music standsqty 80
Conductor podiumsqty 6
Microphonesqty 8
Microphone standsqty 8
Speakersqty 4
Mixer
Monitor speakersqty 2
DI boxesqty 4
XLR cablesqty 12
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Music stand lightsqty 20
Lectern clipsqty 80
Walkie-talkiesqty 8
Power banksqty 6
Charging stationsqty 2
Label printers
Staplersqty 3
Writing clipboardsqty 6
Tool casesqty 2
Cable tiesqty 200
Gaffer tapeqty 8
AA batteriesqty 32
AAA batteriesqty 32

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Battery lanternsqty 8

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 100
Platesqty 220
Cutlery setsqty 220
Serving traysqty 16
Pouring jugsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Knivesqty 8
Serving tongsqty 8
Serving spoonsqty 8

Decorations

Tableclothsqty 18
Stage drapesqty 4
Balloonsqty 120
Balloon weightsqty 8
Program standsqty 10
Name badgesqty 100
Decorative plantsqty 12
Route arrowsqty 20
Information boardsqty 8
Chalkboardsqty 4
Chalk markersqty 8
Wristbandsqty 250
Cloakroom numbersqty 250
Disposable rain capesqty 50

Catering

Groceries

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Mop setsqty 3
Bucketsqty 4
Broom setsqty 3
Vacuum cleanersqty 2
Cleaning glovesqty 12

Tips

Build the programme around confirmed orchestra timings, then leave clear changeover periods between performances. Collect repertoire, ensemble size and technical requirements early so the stage layout and equipment list match the actual programme.
Reserve the venue before committing to a detailed audience plan. Check access for instruments, parking, power points, backstage or sheet-music space, and the route from reception to seating at least 8 weeks before the festival.
Treat registrations as two separate flows: performer registration and audience registration. Record contact details, dietary requirements and arrival information in one place, then print an up-to-date contact list and programme before event day.
Plan the stage on paper before setup. Mark positions for stage sections, chairs, music stands, conductor podiums, microphones and monitor speakers, and keep cable routes covered with cable mats rather than leaving them across walkways.
Schedule volunteer briefings and technical checks before doors open. Give volunteers assigned areas such as reception, parking, audience routing and performer support, and finish the soundcheck, name badges, route signs and labelled stands before the first orchestra arrives.

Frequently asked questions

How far in advance should I organise an orchestra festival?: Start planning at least 6 months ahead if several orchestras are involved. Aim to confirm the date, venue and invited ensembles first, then complete registrations, programme timings and supplier bookings during the following 8 to 12 weeks.
How do you schedule performances at an orchestra festival?: Collect each orchestra’s repertoire, running time, ensemble size and setup needs before creating the schedule. Add at least 20 to 30 minutes between performances for stage changes, tuning, seating and microphone adjustments.
What should I check at the venue for an orchestra festival?: Check instrument access, stage dimensions, audience capacity, parking, power supply, storage and the route between reception, seating and stage. Complete the venue and permit checks no later than 8 weeks before the event.
When should catering and dietary requirements be finalised?: Collect dietary requirements during audience and performer registration, then give the final numbers to the caterer 7 to 10 days before the festival. Order separate quantities for performers, volunteers and audience members if they have different serving times.

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