Advent concert checklist and planning guide

An Advent concert involves more than booking musicians and opening the doors. You need to coordinate the programme, conductor, venue, permits, visitor registrations, printed materials, catering and technical setup. This checklist follows the work from the first planning decisions through the final hall inspection. It also covers details that are easy to miss, such as dietary requirements, music scores, coat storage, parking information, chilled drinks and enough time to set up chairs and reception tables.

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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
2 people
Confirm musicians and conductor
2 people
Reserve the venue and hall
Check permits and insurance
Send invitations
2 people
Process registrations
Collect dietary requirements
Have the program printed
Confirm reservations
Order catering
2 people
Order flower arrangements
Collect music scores
2 people
Gather technical requirements
2 people
Publish route and parking information
Print the visitor list
Prepare name badges
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Sort programs
2 people

Event

Open venue
2 people
Check lighting and heating
2 people
Check the hall floor
2 people
Set up chairs
4 people
Set up tables for reception
2 people
Set up stage area
4 people
Set up music stands
3 people
Set up instruments
4 people
Connect microphones
2 people
Test sound system
2 people
Test lighting
2 people
Hang Advent decorations
3 people
Decorate the Christmas tree
2 people
Place candles safely
2 people
Set up the drinks buffet
3 people
Prepare coffee and tea
2 people
Arrange snacks on platters
3 people
Place programs at the entrance
Brief reception team
2 people
Welcome the musicians
2 people
Prepare the dressing room
2 people
Welcome visitors
4 people
Hand out programs
2 people
Take coats
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Guide latecomers
2 people
Announce the concert
Manage lighting during the concert
Monitor sound levels during the concert
Refill drinks
2 people
Serve break drinks
4 people
Restock break snacks
2 people
Guide visitors to their seats
2 people
Deliver the closing speech
Thank the musicians
2 people
Serve the after-drinks and drinks
4 people
See visitors out
3 people
Collect lost and found items

Aftercare

Pack instruments safely
4 people
Turn off the sound equipment
2 people
Remove decorations
3 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Sort and dispose of waste
2 people
Clear the drinks buffet
2 people
Clean the hall and foyer
4 people
Check and clean toilets
2 people
Lock up the venue
2 people
Return materials
2 people
Store leftover stock
2 people
Return lost property
Send thank-you message to musicians
Archive photos and files
Sort invoices and receipts

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Chairsqty 140
Foldable tablesqty 12
Changing room chairsqty 12
Coat racksqty 3
Clothes hangersqty 150
Stage sectionsqty 8
Music standsqty 35

Tableware

Coffee cupsqty 150
Water glassesqty 150
Wine glassesqty 120
Platesqty 150
Pastry forksqty 150
Teaspoonsqty 150
Serving plattersqty 12
Serving tongsqty 8

Equipment

Mixer
Speakersqty 2
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Diatonic tuning fork

Lighting

LED spotlightsqty 8
Cable reelsqty 3
LED candlesqty 24

Decorations

Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Advent wreathqty 2
Pine branchesqty 10
White table runnersqty 12
Flower arrangementsqty 6
Christmas cardsqty 150
Table numbersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice bucketsqty 3
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Kitchen spoonsqty 4
Oven glovesqty 4
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Waste binsqty 8
Cleaning cartsqty 2
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleanersqty 2
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date and programme before confirming musicians, the conductor and the venue. Allow several weeks for invitations, registrations, printed programmes and collecting dietary requirements.
Ask about technical needs early, including microphones, speakers, stands, cables, power strips and lighting. Check whether the hall already provides any of this equipment before arranging alternatives.
Plan the visitor flow as carefully as the concert itself. Confirm reservations, print the visitor list, prepare name badges and publish route and parking information before the event week.
Do not leave reception supplies until the final shopping trip. Count coffee cups, water and wine glasses, plates, pastry forks, teaspoons, serving platters and serving tongs against the expected number of guests.
Reserve a clear setup period on the day. Check heating, lighting and the hall floor before arranging chairs, changing-room seating, coat racks, stage sections, music stands and reception tables.

Frequently asked questions

How far in advance should I plan an Advent concert?: Start at least 8 to 12 weeks before the concert. That gives you time to confirm musicians and the venue, check permits and insurance, manage registrations, order catering and print the programme.
How many drinks should I plan for an Advent concert reception?: For the first hour, allow about 2 to 3 drinks per guest, including water and non-alcoholic options. Add extra water for musicians, staff and anyone staying after the concert.
When should I print the programme and visitor list?: Print the programme once the repertoire, timings and participant details are confirmed, usually 3 to 7 days before the concert. Print the visitor list and prepare name badges after registrations and reservations have been checked.
What should I check in the hall on the day of the concert?: Allow at least 2 hours for the final setup and inspection. Check heating, lighting, the hall floor, seating, stage sections, music stands, sound equipment, cable safety, coat storage and the reception tables before opening the venue.

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.