Song Festival planning checklist

A Song Festival party needs more than a screen and a playlist. You need to secure the venue, confirm broadcast rights, plan voting and quiz materials, and test every cable before guests arrive. This checklist takes you from the first date decision to the final setup, including catering quantities, dietary requirements and country-themed decorations. Use the full task and supply lists below to work through the plan in order and avoid chasing missing equipment on the night.

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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

Confirm date and location
2 people
Check broadcasting rights
Reserve venue
Set the budget
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Compile program
2 people
Prepare quiz questions
2 people
Design ballot forms
Buy quiz prizes
Calculate catering quantities
Check the shopping list
2 people
Test the equipment
2 people
Put together playlist
Assign quiz host
Check music rights
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Sort decorations
2 people
Print voting forms
Print quiz materials

Event

Open venue
2 people
Conduct a safety check
2 people
Ventilate the hall
Set up tables
3 people
Set up chairs
3 people
Set up the viewing display
3 people
Set up the television
2 people
Connect video feed
2 people
Connect sound
2 people
Check the broadcast
2 people
Hang decorations
3 people
Set up light decorations
2 people
Set up the buffet
3 people
Make coffee and tea
2 people
Present snacks
3 people
Set up information table
Set up the reception desk
2 people
Welcome guests
3 people
Explain the program
Serve welcome drinks
3 people
Host afternoon quiz
2 people
Collect responses
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Open the dinner buffet
3 people
Restock the buffet
2 people
Clear away dishes
2 people
Explain the voting round
Distribute ballot forms
2 people
Collect votes
2 people
Prepare result form
2 people
Announce the final
Start the final broadcast
2 people
Keep the snack buffet open
2 people
Announce the voting results
Congratulate the winner
See off guests
3 people

Aftercare

Switch off the equipment
2 people
Remove decorations
3 people
Clear away food and drinks
3 people
Sort waste
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Clean the restrooms
2 people
Gather borrowed items
2 people
Lock up the venue
2 people
Return equipment
2 people
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

Confirm the broadcast setup at least one week before the event. Test the television, laptop, HDMI cable, adapter, speakers, microphone and Wi-Fi together rather than checking each item separately.
Send invitations early enough to collect registrations and dietary requirements before calculating catering. Reconfirm final attendance 3–5 days before shopping, because one late change can affect food, drinks, chairs and voting forms.
Prepare voting forms and quiz materials before the event day. Print a few extra copies—around 10% more than your confirmed guest count—and keep pens in the same place as the forms.
Do the main shopping 1–2 days beforehand, then chill drinks on the day. Set out non-perishable supplies, tablecloths and decorations first so the buffet and technical setup do not compete for the same tables.
Assign the quiz host and test the microphone before guests arrive. Keep spare batteries, power strips, extension cords and a remote control accessible; these small items are commonly discovered missing after setup has started.

Frequently asked questions

How far in advance should I plan a Song Festival party?: Set the date, location, budget and broadcasting arrangements at least 4–6 weeks ahead. Send invitations early enough to collect registrations and dietary requirements before ordering food.
How many drinks should I buy for a Song Festival party?: Plan roughly 2–3 drinks per person for the first hour, then about 1 drink per person per hour afterwards. Add non-alcoholic options for the full guest count and chill them on the event day.
When should I test the Song Festival equipment?: Test the television, laptop, HDMI connections, speakers, microphone and Wi-Fi at least 24 hours before the event. Repeat a quick sound and picture check 60–90 minutes before guests arrive.
How many voting forms and quiz sheets do I need?: Print one voting form and one quiz sheet per expected participant, plus about 10% extra. Finish printing at least 1 day before the event so you have time to replace unclear copies or fix missing pages.

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