On the Night (and the morning rehearsal)

Here we will list timely reminders and latest information that every choir conductor (and manager) needs to know as your night at the Festival draws closer!


Any questions? If there is anything that is causing you grief…contact the Festival’s Business Manager – Miranda Donnell. You will find her contact details here.


Your school choir’s Horncastle Arena rehearsal

Your school choir rehearses at the Horncastle Arena 9.45am – 12.15pm on the morning of your Performance Night.

You MUST arrive AT LEAST by 9.30am at the latest, preferably 9.15am or earlier, so that your choir can be properly seated before the rehearsal commences. Have you arranged the bus yet?? When you arrive…

  • Vbase team will be managing the car park, and the arrival of the schools in buses
  • Upon entry through the Main Doors the choirs and teachers will be directed to the left to Door 1
  • A Vbase Staff member will be waiting at Door 1 to greet the schools and direct them through to the Arena, where there will be a Festival Staff member waiting to direct them to the Loading Dock. There will have 2 more Festival Staff to show the Schools their designated assembly area.
  • From there the Vbase Staff with Sarena Harrison (Stage Manager) will seat the schools in their correct performance seats

The timetable for the morning is:

8.45am     Orchestra to rehearse
9.45am     Vocal warm-ups, followed by rehearsal proper
12.00pm   Rehearsal finishes

At some stage during the rehearsal, the stage manager will hold a meeting of supervisors to ensure that they understand their role.

Sorry, but the children are not allowed to take food to the Horncastle Arena on the morning of their rehearsal so they will need to have a substantial breakfast on that morning.

Please also note that the teachers present are expected to actively supervise their choir and TO REMAIN IN THE AUDITORIUM during the rehearsal.


On stage on the night!

Just to be very clear before we even get there…

On Arrival: School choir members need to be at the Arena BY 6.30pm. Allowance needs to be made for inevitable traffic issues close to the Arena. Better to be a little early than late – aim for 6.10pm and you will there on time. All school choir children are to enter through the main doors of the Horncastle Arena, and go via Door 1 to the area back-stage which will be designated at the morning rehearsal. No parents other than supervisors will be admitted to this area.

Choir Supervisors: Supervisors will need to be at the Arena at 6.15pm (please be on time). They should enter through the main doors of the Horncastle Arena, and go via Door 1 to the area back-stage which will be designated at the morning rehearsal. You will need to have people doing this job for you that have strong management and discipline skills, as there will be approximately 1400 children in the area for about 15-20 minutes.

In the Waiting Area: Your school name will be on a notice attached to wall where your school is to assemble. Children are to be supervised at ALL TIMES. They are to wait quietly in their area until called for to enter the Arena, and then to proceed to their places in an orderly line.

Food: NO CHILD is allowed to leave the area to visit the Main Foyer. The children will need to be toileted BEFORE they enter the Arena.

Clothing: Jackets and sweatshirts should be left with parents as the children become overheated when performing under lights. It is preferable that watches and shiny jewellery are not worn as this sparkles in the lights and causes distraction to the audience.

Sweets: No child is to bring sweets, food or drinks unless needed because of medical reasons. (We would prefer that the supervisor takes control of any needed food).

Interval:The children DO NOT come out at the half-time interval and the parents ARE NOT ALLOWED into their performance area during interval. Ice creams and other treats which parents may want to bring should be saved until after the performance has finished. Choirs must remain in the seats at the half-time interval. With over 1400 performers at each performance, we just do not have the time to allow such a sized group to leave the auditorium…or else we will still be performing at 11.00pm!!

At the conclusion of the Performance: Choir teachers should make their own arrangements with their children and parents as to where they will meet at the conclusion of the performance. This will depend a little on where exactly they are seated. It is possible for children to remain in their seats until collected by parents, or alternatively can be taken by the supervisor(s) to the Main Foyer or some other meeting point (perhaps outside the main doors) to await collection. Your school choir supervisors MUST control your choir during his time, and remain at the Horncastle Arena until all your children are collected.


Meals: As the children will be in the Horncastle Arena from approximately 6.45pm to 9.15pm we suggest they have a sensible meal before the show (preferably not fast food) and a small amount to drink.


Supervisors: How many supervisors does your choir require at the Horncastle Arena????

Number of children in your choir Number of supervisors required
Up to 25 children 1, preferable 2, supervisors
26 – 50 children 2 supervisors
51 – 75 children 3 supervisors
76 – 100 children 4 supervisors
101+ children 5 – 6 supervisors

Instructions for supervisors will be given out at the Horncastle Arena Morning Rehearsal.


Tickets: Public sales are available through Ticketek and from the ticket office at the venue on the night.