How to organize a song festival without last-minute chaos

A song festival needs more than a screen and a playlist. Start by securing the venue and checking broadcasting rights, then build the guest list, program and catering around the expected attendance. Technical problems are the most common source of delay, so test the video feed, sound and backup laptop before guests arrive. This plan takes you from the first booking to the final room check, including voting forms, name badges, drinks and seating.

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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
Check broadcasting rights
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Create visitor list
7
Coordinate the program
2 people
8
Create a shopping list
2 people
9
Order catering
10
Test equipment
2 people
11
Compile playlist
12
Print voting forms
13
Make name badges
2 people
14
Do the shopping
3 people
15
Chill drinks
2 people
16
Prepare snacks
3 people
17
Check the venue
2 people
18
Clean floor and tables
2 people
19
Set up tables
3 people
20
Set up chairs
3 people
21
Set up the screen
2 people
22
Connect video feed
2 people
23
Connect sound
2 people
24
Fully test technical setup
2 people
25
Hang decorations
3 people
26
Set up the lighting
2 people
27
Set up the buffet
3 people
28
Set up coffee station
2 people
29
Set up voting table
2 people
30
Post first aid and emergency information

Event

31
Staff the entrance
2 people
32
Register visitors
2 people
33
Hand out name badges
34
Serve welcome drinks
2 people
35
Serve snacks
3 people
36
Refill drinks
2 people
37
Serve coffee and tea
2 people
38
Distribute ballot forms
2 people
39
Prepare the results announcement
2 people
40
Announce the program
41
Operate the technical equipment during the broadcast
2 people
42
Collect voting forms
2 people
43
Count the audience vote
3 people
44
Present the prize
2 people
45
See off the last visitors
2 people

Aftercare

46
Collect waste
3 people
47
Wash dishes
3 people
48
Clear buffet
2 people
49
Switch off equipment
2 people
50
Remove decorations
3 people
51
Clean the venue
4 people
52
Put furniture back
3 people
53
Store grocery supplies
2 people
54
Check materials
2 people
55
Return borrowed items
2 people
56
Share results online

What to bring

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

Furniture

Beer tablesqty 8
Chairsqty 65
Buffet tablesqty 3
Stoolsqty 6

Equipment

Projector
Projection screen
Laptop
Backup laptop
Speakersqty 2
Audio mixer
HDMI cablesqty 3
Extension cordsqty 3
Power stripsqty 6
Remote controlsqty 2

Lighting

Mood lightingqty 6
String lightsqty 4

Decorations

Buntingqty 8
Country fansqty 20
Table décorqty 10
Name badgesqty 70

Tableware

Glassesqty 100
Coffee cupsqty 70
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Serving traysqty 8
Small bowlsqty 12
Tongs and serving spoonsqty 10
Thermos flasksqty 4
Bottle openersqty 4
Ballot box
Ballot formsqty 70

Cleaning

Vacuum cleaner
Mop set
Cleaning bucketsqty 2

Catering

Groceries

Tips

Book the venue and confirm broadcasting rights before sending invitations. Rights or venue restrictions can affect the date, screen setup and number of guests, so settle these points first.
Set a registration deadline about one week before the event. Use the final visitor list to calculate catering, dietary requirements, chairs, glasses, plates and voting forms instead of guessing.
Test the complete technical setup at least one day in advance, then repeat the test on the event day. Check the projector, screen, HDMI cables, speakers, mixer, extension cords and backup laptop with the exact video feed you will use.
Prepare voting forms, name badges and the running order before the room is set up. Put voting materials where guests can reach them easily, and leave enough time between program segments to collect or count forms.
Finish the room setup at least 60 minutes before doors open. Set tables and chairs first, connect the screen and sound next, then chill drinks and put out snacks only after the technical check is complete.

Frequently asked questions

How far in advance should I organize a song festival?: Start planning at least 4 weeks ahead. Reserve the venue and check broadcasting rights first, send invitations next, and set the registration deadline roughly 7 days before the event.
How do I calculate food and drinks for a song festival?: Use the final visitor list rather than the number of invitations. For drinks, plan on 2 to 3 per person for the first hour, then adjust the shopping list for the expected event length and include dietary requirements in the catering order.
When should I test the equipment for a song festival?: Do a full test at least 24 hours before the event and a shorter check on the day itself. Test the projector, video feed, speakers, mixer, cables and backup laptop together, not as separate items.
How early should I set up the song festival venue?: Allow at least 2 hours for setup and keep the room ready 60 minutes before guests arrive. This leaves time to arrange tables and chairs, connect the screen and sound, put up decorations, chill drinks and fix unexpected problems.

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.