Song Festival checklist: what to arrange and when

A Song Festival needs more than a screen and a playlist. You need a confirmed venue, a usable guest list, working streaming equipment, voting forms, drinks, snacks and a clear reception plan. Start with the venue and invitations, then collect dietary requirements and registrations before finalising the schedule. On the day, allow time to test the projector, speakers, laptop, cables and livestream before guests arrive. This checklist keeps the preparation in a practical order so small details do not delay the first performance.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve venue
Send invitations
Process registrations
Collect dietary requirements
Create final guest list
Create schedule and voting forms
Test the equipment
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the venue
2 people
Arrange keys and access
Set up tables
3 people
Set up chairs
3 people
Set up screen and projector
2 people
Connect speakers
2 people
Check the livestream
2 people
Hang decorations
3 people
Set up buffet tables
3 people
Set up the voting table
Set out coffee and tea
2 people
Arrange snacks on platters
3 people

Event

Staff the reception desk
2 people
Welcome guests
2 people
Distribute program
Lead the afternoon quiz
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Serve dinner
4 people
Explain the voting round
Collect voting forms
2 people
Calculate the result
2 people
Start live broadcast
2 people
Monitor technical setup during broadcast
Announce the winners
See off guests
2 people

Aftercare

Collect waste
3 people
Clear away food and drinks
2 people
Wash dishes
3 people
Switch off equipment
2 people
Remove decorations
2 people
Clean the venue
4 people
Put furniture back
3 people
Check materials
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

Book the venue before sending invitations, then set a registration deadline that gives you at least 7 days to create the final guest list and prepare voting forms.
Test the television or projector, screen, speakers, laptop, HDMI cable, power strips and extension cords at the venue at least 2 hours before doors open. A livestream should be checked on the same connection you will use during the event.
Plan the room around three separate areas: a reception desk, a voting table and buffet tables. Set out tables and chairs first, then place the screen and speakers so the voting and refreshments do not block the view.
Chill drinks for at least 4 hours if possible, and put coffee, tea, cups, plates, cutlery and serving utensils out before guests arrive. Prepare snacks on platters close to the start time rather than leaving them uncovered for hours.
Keep country flags, tablecloths, balloons and ballot forms together in one setup box. Assign one person to welcome guests while another checks late arrivals, dietary requirements and the voting materials.

Frequently asked questions

How far in advance should I organise a Song Festival?: Reserve the venue and send invitations at least 4 to 6 weeks before the event. Set the registration deadline 7 to 10 days before the Song Festival so you can confirm numbers, dietary requirements and seating.
When should I test the Song Festival equipment?: Run a full test at the venue at least 2 hours before guests arrive. Check the laptop, HDMI connection, projector or television, speakers, power strips, extension cords, remote controls and livestream together rather than testing them separately.
How many drinks do I need for a Song Festival?: Plan 2 to 3 drinks per guest for the first hour, then 1 drink per person for each additional hour. Add coffee and tea for the full guest count, and chill the drinks at least 4 hours before serving.
When should I prepare the voting forms and ballot table?: Create and print the voting forms no later than 2 days before the event. Set up the voting table and place the ballot forms before the reception desk opens, with spare forms and pens ready for late arrivals.

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.