Orchestra festival checklist

An orchestra festival needs more than a performance schedule. You are coordinating several ensembles, shared stage equipment, sheet music, audience movement and volunteers within one timetable. Start by fixing the date and programme, then confirm orchestras, registrations and venue requirements before ordering anything. As the event gets closer, focus on technical checks, labelled music stands, printed information and a clear route for performers and visitors. This checklist keeps those steps in the right order.

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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

Set the date and program
3 people
Invite orchestras
2 people
Process registrations
2 people
Schedule performances
2 people
Collect repertoire and timings
2 people
Register contacts
Send invitations
2 people
Process audience registrations
2 people
Collect dietary requirements
Reserve venue
Check permits
Arrange parking
2 people
Order catering
2 people
Reserve equipment
2 people
Order print materials
Assign volunteers
2 people
Print contact list
Print the program
2 people
Prepare route signs
2 people
Make name badges
2 people
Label music stands
2 people
Work out the stage layout
2 people
Gather technical requirements
2 people
Set up sheet music area
2 people
Develop audience routing
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare the coffee and tea station
2 people
Open venue
2 people
Set up the stage
6 people
Set up the sound system
4 people
Set up lighting
3 people
Set up chairs
5 people
Set up tables
3 people
Set up the reception desk
2 people
Set up the catering buffet
3 people
Hang decorations
3 people
Put up route signs
2 people
Place waste stations
2 people
Check toilets
2 people
Test the equipment
4 people
Test instrument setup
3 people

Event

Welcome the orchestras
4 people
Welcome the audience
4 people
Distribute program
2 people
Staff the cloakroom
2 people
Escort the orchestras to the performance area
2 people
Announce performances
Operate microphones
2 people
Operate lighting
Announce break
Serve snacks
3 people
Refill drinks
3 people
Serve coffee and tea
2 people
Restock the buffet
2 people
Answer audience questions
2 people
Register lost and found items
End final performance
2 people
See the audience out
3 people

Aftercare

Switch off equipment
3 people
Arrange for instruments to be collected
2 people
Tear down stage
6 people
Dismantle the sound system
4 people
Put furniture back
5 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
5 people
Remove decorations
3 people
Check materials
2 people
Return borrowed items
2 people
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

Set the date and performance programme before inviting orchestras. Allow time between performances for musicians to leave the stage, change the layout and set out the next ensemble’s music.
Collect each orchestra’s repertoire, timings and technical requirements during registration. Ask for the final information at least 2 weeks before the festival so the stage layout and running order can be checked.
Reserve the venue and confirm permits, parking and audience routing early. A venue may need separate arrangements for stage sections, steps, chairs, reception space and coat racks.
Create one technical plan covering microphones, speakers, mixer, monitor speakers, cables, power strips and cable mats. Test every connection before the first ensemble arrives, rather than during the changeover.
Prepare printed materials and backstage information at least 1 day ahead. Print the programme and contact list, make name badges, label music stands, and brief volunteers on registrations, catering requirements and route signs.

Frequently asked questions

How far in advance should I organise an orchestra festival?: Fix the date and contact orchestras several months in advance, especially if multiple ensembles are involved. Aim to have registrations, repertoire and timings confirmed at least 2 weeks before the festival.
What should be included in an orchestra festival programme?: List every orchestra, performance time, repertoire and any planned changeover time. Send the final programme to performers and print it at least 1 day before the event.
How do I plan the stage for several orchestras?: Collect technical requirements and player numbers before creating the layout. Leave enough time between performances to move stage sections, chairs, music stands, conductor podiums and microphones safely.
When should I arrange catering for an orchestra festival?: Collect dietary requirements during audience and performer registration, then place the catering order after the numbers are stable. Confirm final quantities and serving times at least 1 week before the festival.

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