Anniversary Choir Concert Checklist

An anniversary choir concert needs more than a finished repertoire and a stage. You also have to coordinate invitations, ticket sales, guest information, musicians, volunteers, catering and the room setup. Work from the concert date backwards so the program and jubilee song are settled before promotion starts. This checklist follows the practical order, including details that are often left until the last few days, such as dietary requirements, parking information, name badges, chilled drinks and sound checks.

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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
Finalize the concert program
3 people
Choose repertoire and jubilee song
3 people
Confirm conductor and musicians
2 people
Design invitations
2 people
Send invitations
3 people
Open registrations
Set up ticket sales
2 people
Publish promotional text
2 people
Distributing posters
4 people
Process registrations
2 people
Collect dietary requirements
Make reservations
2 people
Calculate catering quantities
2 people
Place catering order
2 people
Reserve equipment
2 people
Print program and room layout
2 people
Assign volunteers
2 people
Communicate route and parking
Create final guest list
2 people
Prepare name badges
2 people
Do the shopping
3 people
Pick up fresh catering
2 people
Chill drinks
2 people
Check dishes and glassware
2 people
Clear the stage area
3 people
Clean the room
3 people
Set up chairs
5 people
Set up tables for reception
3 people
Set up catering tables
3 people
Hang decorations
3 people
Set up the anniversary display
2 people
Set up the sound system
3 people
Set up microphones
2 people
Set up music stands
3 people
Set up instruments
3 people
Aim the lights at the stage
2 people
Perform sound check
4 people
Warm up the choir
25 people
Put out program brochures
2 people
Set up the reception desk
2 people
Set up the catering buffet
4 people
Prepare coffee and tea
2 people

Event

Staff the ticket check
2 people
Welcome guests
4 people
Hand out program brochures
2 people
Guiding jubilaries
2 people
Open the concert
Perform the first concert section
30 people
Serve break drinks
6 people
Refill snacks
3 people
Refill drinks
2 people
Perform the second concert set
30 people
Give the anniversary speech
Honor anniversary celebrants
4 people
Open reception
Serve reception drinks
5 people
Restock the buffet
4 people
Refill coffee and tea
2 people
Collect glasses and tableware
3 people
See off guests
3 people

Aftercare

Dismantle audio equipment
3 people
Pack instruments
3 people
Clear away chairs and tables
5 people
Remove decorations
3 people
Collect waste
3 people
Wash dishes
4 people
Clean the catering area
3 people
Sweep and mop the hall
3 people
Check toilets
2 people
Return borrowed materials
2 people
Store leftover catering
2 people
Take waste to the collection point
2 people
Return venue keys

What to bring

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

Furniture

Chairsqty 120
Reception tablesqty 4
Buffet tablesqty 6
Dressing room tablesqty 3
Changing room chairsqty 30
Coat racksqty 4
Stoolsqty 4

Tableware

Coffee cupsqty 120
Glassesqty 160
Platesqty 140
Pastry forksqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Pouring jugsqty 10
Thermos flasksqty 10

Equipment

Sound system
Microphonesqty 8
Microphone standsqty 8
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Music standsqty 30
Piano stool
Metronome

Lighting

Stage lightsqty 6
Atmosphere lightsqty 8

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Anniversary banner
Flower arrangementsqty 6
Tableclothsqty 10
Photo framesqty 8
Memory book

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 8
Measuring cupsqty 3
Corkscrewsqty 3
Ice cube traysqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date, venue, conductor and musicians before opening registrations. Aim to have the repertoire and jubilee song finalised before you publish invitations, so guests receive one definitive program.
Open ticket sales and registrations only after the invitation text, route and parking details are ready. Close registrations early enough to create the final guest list, print the room layout and prepare name badges without last-minute changes.
Calculate catering from the confirmed guest list, including dietary requirements, rather than from the number of choir members alone. Place the catering order in time for the supplier’s deadline, then arrange fresh pickup on the concert day.
Reserve the sound system, microphones, stands, speakers, mixer, music stands and piano stool together. Test extension cords, power strips and stage lights during setup, not when the audience is already arriving.
Assign volunteers to specific jobs and time slots, including reception, coats, seating, catering and backstage support. Chill drinks before doors open and check cups, glasses, plates, cutlery, serving spoons and thermos flasks against the service plan.

Frequently asked questions

How far in advance should I plan an anniversary choir concert?: Start at least 8 to 12 weeks before the concert date. Confirm the venue, conductor, musicians and program first, then allow time for invitations, ticket sales, catering and volunteer planning.
When should I send invitations for an anniversary choir concert?: Send invitations around 6 to 8 weeks before the concert. Keep registrations open for several weeks, but set a closing date that leaves at least 5 to 7 days for the final guest list, name badges and catering quantities.
How much catering do I need for a choir anniversary concert?: Base quantities on the final guest list and add a small buffer of about 5 to 10 percent. Collect dietary requirements when people register, then place the order after registrations close so the menu and portions match attendance.
When should I check the sound equipment before the concert?: Reserve the equipment several weeks ahead and perform a full test on the setup day, ideally 2 to 3 hours before doors open. Check every microphone, stand, speaker, mixer, cable, power strip and stage light before the choir rehearses.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.