Advent concert checklist: what to arrange and when

An Advent concert involves more than booking a room and printing a programme. You need enough time to confirm the participating groups, schedule rehearsals, check music parts and prepare the sound setup. Guest registrations also affect seating, refreshments and dietary planning. Use this checklist to work backwards from the concert date, then leave the final day for room setup, equipment checks and the coffee corner rather than last-minute administration.

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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
Set the concert date
Compile program
2 people
Confirm participating groups
Schedule rehearsals
Instruct the conductor
Collect music scores
2 people
Check the music parts
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
Share parking information
Reserve piano
Test microphone
2 people
Create sound plan
2 people
Make a shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up coffee corner
2 people
Set up tables
3 people
Set up chairs
4 people
Set up music stands
3 people
Clear the stage area
2 people
Hang decorations
3 people
Place the Advent wreath
2 people
Lay out the programs
2 people
Set up the entrance
2 people
Set up the cloakroom
2 people
Check toilets
Clear emergency exits
2 people
Check the lighting
2 people
Brief the reception team
2 people
Brief the catering team
2 people

Event

Welcome performers
2 people
Welcome visitors
3 people
Hand out programs
2 people
Manage the cloakroom
2 people
Support the concert
3 people
Operate the microphone
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Clear away dishes
2 people
See visitors out
2 people

Aftercare

Store instruments safely
3 people
Dismantle furniture
4 people
Remove decorations
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Return borrowed items
2 people
Keep lost and found items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 100
Coat racksqty 3
Clothes hangersqty 120
Lectern

Tableware

Coffee cupsqty 100
Glassesqty 100
Pastry platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Decorations

Advent wreath
Advent candlesqty 4
Christmas garlandsqty 8
Table runnersqty 6
LED light stringsqty 6

Equipment

Music standsqty 30
Conductor's lectern
Microphoneqty 2
Microphone standsqty 2
Active speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Piano

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Warming kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Scissorsqty 3
Rolls of tapeqty 6
Kitchen knivesqty 3
Cutting boardsqty 3
Serving tongsqty 6
Pouring jugsqty 4

Lighting

Work lightsqty 4

Cleaning

Waste binsqty 6
Mop headsqty 2
Bucketsqty 3
Broom setsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the date and reserve the venue at least 8–12 weeks ahead, especially if you need a piano, conductor’s lectern and enough space for chairs and music stands.
Confirm every participating group before publishing the programme. Collect the music scores early and check the parts at least 2 weeks before the first full rehearsal.
Send invitations 4–6 weeks before the concert and set a registration deadline about 10 days beforehand. Use the final guest list to plan chairs, parking information, dietary requirements and refreshments.
Test the microphone, active speakers, microphone stands and extension cords during a rehearsal, not on concert day. A short sound plan should identify who speaks, where the microphone stands and which power strips are needed.
Do the shopping 1–2 days before the concert, then chill drinks and prepare snacks on the day itself. Set up coffee machines, kettles, thermos flasks, cups, glasses and pastry plates before guests arrive.

Frequently asked questions

How far in advance should I plan an Advent concert?: Start planning 8–12 weeks before the concert. Book the venue and set the date first, then confirm groups, rehearsals, the programme and equipment before sending invitations.
When should invitations for an Advent concert be sent?: Send invitations 4–6 weeks before the concert and close registrations around 10 days before it. This leaves enough time to process replies, collect dietary requirements and arrange seating.
How many rehearsals are needed for an Advent concert?: Plan at least 2–3 rehearsals, including one full run-through with the conductor, programme order and sound equipment. Schedule the final rehearsal no later than 3–7 days before the concert.
When should the room be set up for an Advent concert?: Set up tables, chairs, coat racks, music stands and the coffee corner on the concert day, allowing 2–3 hours before guests arrive. Test the microphone and speakers after the furniture is in place.

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.