Song Festival planning checklist

A Song Festival event needs more than a screen and a playlist. You need to secure a venue, confirm broadcasting rights, manage registrations and dietary requirements, and prepare voting materials before guests arrive. The technical setup also deserves a full test: connect the video feed, sound, projector, speakers and backup laptop early enough to fix problems. Use this checklist to work from planning and guest numbers through shopping, room setup and the final sound and picture check.

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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

Reserve venue
Check broadcasting rights
Send invitations
2 people
Process registrations
Collect dietary requirements
Create visitor list
Coordinate the program
2 people
Create a shopping list
2 people
Order catering
Test equipment
2 people
Compile playlist
Print voting forms
Make name badges
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Check the venue
2 people
Clean floor and tables
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the screen
2 people
Connect video feed
2 people
Connect sound
2 people
Fully test technical setup
2 people
Hang decorations
3 people
Set up the lighting
2 people
Set up the buffet
3 people
Set up coffee station
2 people
Set up voting table
2 people
Post first aid and emergency information

Event

Staff the entrance
2 people
Register visitors
2 people
Hand out name badges
Serve welcome drinks
2 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Distribute ballot forms
2 people
Prepare the results announcement
2 people
Announce the program
Operate the technical equipment during the broadcast
2 people
Collect voting forms
2 people
Count the audience vote
3 people
Present the prize
2 people
See off the last visitors
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clear buffet
2 people
Switch off equipment
2 people
Remove decorations
3 people
Clean the venue
4 people
Put furniture back
3 people
Store grocery supplies
2 people
Check materials
2 people
Return borrowed items
2 people
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

Reserve the venue and check broadcasting rights before sending invitations. Confirm the viewing setup, seating capacity and any restrictions at least 4–6 weeks before the event.
Close registrations several days before the Song Festival and use the final visitor list to confirm dietary requirements, name badges, chairs, glasses and plates. Leaving these details until the event day often creates avoidable shortages.
Plan the programme and voting process before printing forms. Prepare enough voting forms for every registered guest plus 10% spare, and decide when votes are collected and counted.
Test the full technical setup at least 24 hours before guests arrive. Connect the laptop or backup laptop, projector, screen, HDMI cables, speakers, audio mixer, extension cords and power strips, then test both picture and sound from the seating area.
Finish room setup 2–3 hours before doors open. Clean floors and tables first, then arrange beer tables, buffet tables, chairs and stools, chill drinks, prepare snacks, set decorations and leave enough time for one final equipment check.

Frequently asked questions

How far in advance should I plan a Song Festival event?: Start 4–6 weeks ahead so you can reserve the venue, check broadcasting rights and send invitations. Finalise registrations and dietary requirements several days before the event.
How many drinks should I buy for a Song Festival party?: Plan 2–3 drinks per guest for the first hour, then around 1 drink per guest per hour afterward. Add water and allow extra time for chilling drinks before guests arrive.
When should I test the Song Festival screen and sound?: Run a complete test at least 24 hours before the event, including the video feed, projector, HDMI connection, speakers and audio mixer. Repeat a short check 30–60 minutes before doors open.
What should I prepare for Song Festival voting?: Print one voting form per registered guest and keep at least 10% extra forms available. Prepare pens, a clear collection point and the counting process before the programme starts.

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.