Autumn concert checklist: what to arrange and when
An autumn concert involves more than booking a venue and rehearsing the music. You also need time for permits, invitations, registrations, printed programmes, equipment checks and front-of-house staffing. Work backwards from the concert date so rehearsals, music preparation and audience arrangements do not collide in the final week. This checklist brings the practical work together, including details that are easy to leave until the doors are about to open.
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
Reserve venue
Reserve rehearsal space
Check permits
Check insurance
Design invitations
2 people
Send invitations
2 people
Publish concert online
Distributing posters
3 people
Process registrations
2 people
Collect dietary requirements
Update visitor list
Confirm reservations
Print the program
2 people
Collect music scores
2 people
Check the music parts
3 people
Sort batches
2 people
Plan rehearsals
2 people
Carry out rehearsals
20 people
Write speeches
Brief the presenter
2 people
Assign volunteers
2 people
Plan entry staffing
Determine catering quantities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Transport instruments
4 people
Bring materials to the venue
4 people
Pick up venue keys
Check the hall and rooms
2 people
Clear the stage area
4 people
Set up tables
4 people
Set up chairs
6 people
Set up music stands
4 people
Set up instruments
6 people
Prepare sheet music
3 people
Connect sound equipment
2 people
Test microphones
2 people
Set up lighting
2 people
Hang decorations
3 people
Set up the entrance
2 people
Set up the cloakroom
2 people
Set up the buffet
4 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Check toilets
Clear emergency routes
2 people
Event
Open the doors
2 people
Welcome visitors
3 people
Provide entrance and programs
3 people
Manage the cloakroom
2 people
Direct visitors to their seats
2 people
Welcome musicians
2 people
Perform final instrument check
3 people
Open the concert
Present Program
Perform music
25 people
Announce break
Serve coffee and tea
4 people
Serve snacks
4 people
Refill drinks
2 people
Clear the buffet during the break
2 people
Announce the second concert set
Guide the audience out at the end
3 people
Issue the cloakroom
2 people
Close doors
2 people
Aftercare
Pack instruments
6 people
Collect music scores
3 people
Turn off the sound equipment
2 people
Clear tables and chairs
6 people
Clear away music stands
4 people
Remove decorations
3 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean the room
5 people
Clean the restrooms
2 people
Collect waste
3 people
Empty waste containers
2 people
Clear away leftover catering
2 people
Return materials
4 people
Return borrowed items
2 people
Lock up the venue
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 130
- Foldable tablesqty 10
- Buffet tablesqty 3
- Entrance table
- Coat racksqty 3
- Stoolsqty 6
- Stage sectionsqty 6
- Bollardsqty 6
Tableware
- Coffee cupsqty 130
- Glassesqty 150
- Wine glassesqty 100
- Platesqty 150
- Pastry platesqty 130
- Forksqty 150
- Cake forksqty 130
- Teaspoonsqty 130
- Coffee spoonsqty 130
- Serving utensilsqty 12
- Bowlsqty 12
- Pitchersqty 8
Equipment
- Music standsqty 30
- Conductor's lectern
- Microphonesqty 3
- Microphone standsqty 3
- Mixer
- Speakersqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Music stand lightsqty 10
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 8
- Coolersqty 4
- Cutting boardsqty 4
- Bread knivesqty 3
- Serving tongsqty 6
Decorations
- Tableclothsqty 12
- Stage drapesqty 4
- Autumn branchesqty 12
- Decorative pumpkinsqty 12
- Flower arrangementsqty 6
- Program boardsqty 4
- Directional signsqty 8
- Name badgesqty 40
Lighting
- LED lightsqty 8
- Mood lightingqty 4
- Battery lanternsqty 6
Cleaning
- Vacuum cleaner
- Mopsqty 3
- Bucketsqty 3
- Broom and dustpanqty 2
- Cleaning glovesqty 8
- Waste binsqty 8
Catering
- Groceries
Tips
- Set the date and programme before contacting the venue or rehearsal space. Keep the final programme stable early enough to design invitations, publish the event and brief the presenter.
- Allow at least two rehearsal sessions for checking music parts, sorting batches and testing the running order. Collect all scores before the first full rehearsal so missing pages are found early.
- Confirm registrations and dietary requirements several days before the concert. Use the final visitor list to estimate chairs, catering, cups, glasses and plates rather than relying on a rough headcount.
- Schedule a technical check before the audience arrives. Test microphones, stands, mixer, speakers, extension cords, power strips and music stand lights in the actual room, not only on paper.
- Assign entry and volunteer roles before concert day and give each person a clear arrival time. The entrance table, coat racks, seating layout and programme handout point should be ready before doors open.
Frequently asked questions
- How far in advance should I plan an autumn concert?
- Start the main planning at least 8 to 12 weeks before the concert. Set the date and programme first, then reserve the venue and rehearsal space, check permits and insurance, and open registrations.
- When should I send invitations for an autumn concert?
- Send invitations about 4 to 6 weeks before the concert, then publish the event online and distribute posters. Keep registrations open long enough to confirm numbers and dietary requirements at least several days before the event.
- How many rehearsals does an autumn concert need?
- Plan at least two full rehearsals, with an additional session if the programme includes several groups, speeches or amplified sound. Finish checking music parts before the first full run-through so rehearsal time is not lost on missing material.
- When should I print the concert programme?
- Print the programme once the running order, speeches and performer details are confirmed, ideally 3 to 5 days before the concert. Keep a small buffer for last-minute changes and prepare copies for the expected audience size plus a few extras.
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.
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