Big band concert checklist: what to arrange and when

A big band concert depends on more than booking musicians and opening the doors. You need a confirmed venue, rehearsal space, programme, technical setup, ticket process and enough people for reception and catering. Start with the date, hall and artist commitments, then work towards rehearsals, promotion and the final equipment check. This checklist helps you keep those steps in the right order and avoid details that are often left until the last week.

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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 concert date and times
2 people
Reserve the venue and hall
2 people
Reserve rehearsal space
Check permits and notifications
2 people
Confirm artists and conductor
Finalise program and schedule
2 people
Schedule rehearsals
2 people
Collect scores and sheet music
2 people
Gather technical requirements
2 people
Develop the sound plan
2 people
Develop lighting plan
Arrange catering for musicians
2 people
Send invitations
2 people
Publish concert online
Distributing posters
3 people
Process registrations
2 people
Collect dietary requirements
Keep track of ticket sales and the guest list
2 people
Make Reservations for Reserved Seats
2 people
Assign volunteers for reception
Assign catering volunteers
Assign volunteers to tech
Do the shopping
2 people
Check materials
2 people
Check the instruments
3 people
Copy sheet music
2 people
Share route and parking information
Check the weather forecast

Event

Open hall
2 people
Set up the reception desk
2 people
Lay out tickets and program booklets
2 people
Welcome musicians
3 people
Unload instruments
4 people
Set up instruments
4 people
Mark stage setup
2 people
Set up chairs
4 people
Set up music stands
3 people
Set up microphones
2 people
Connect the sound system
2 people
Connect the lighting system
2 people
Perform sound check
3 people
Perform a lighting check
2 people
Set up catering
3 people
Chill drinks
2 people
Welcome the audience
4 people
Hand out programs
2 people
Check tickets
3 people
Serve break drinks
4 people
Serve snacks
3 people
Refill drinks
2 people
Manage the cloakroom
2 people
Guard the entrance doors
2 people
Handle stage announcements
Give break and end signals
Escort the audience outside
3 people

Aftercare

Pack up instruments
4 people
Take down the sound system
2 people
Dismantle the lighting setup
2 people
Put furniture back
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Store leftover catering
2 people
Return the instruments
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Collect lost property
Lock up the hall
2 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Reception table
Clothes racksqty 2
Stage sectionsqty 12
Musician chairsqty 25
Conductor's lectern

Equipment

Music standsqty 25
Microphonesqty 6
Microphone standsqty 6
Mixer
Amplifiersqty 2
Speakersqty 2
Monitor speakersqty 2
DI boxesqty 4
Audio cablesqty 12
Cable reelsqty 6
Power stripsqty 10
Gaffer tapeqty 4
Music stand lightsqty 12
Laptop

Instruments

Drum kit
Piano stool
Guitar amplifier
Bass amplifier

Tableware

Water glassesqty 200
Wine glassesqty 160
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Ice packsqty 16

Decorations

Tableclothsqty 12
Stage drapesqty 4
Welcome sign
Program standsqty 4

Lighting

LED stage lampsqty 8
Mood lightingqty 6
Spare batteriesqty 24

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Confirm the venue and rehearsal space before finalising the concert schedule. Check access times, stage sections, musician chairs, a conductor’s lectern and storage for instruments and cases.
Build the sound plan from the band’s actual setup. Confirm microphones, stands, mixer, amplifiers, speakers, monitor speakers, DI boxes, cables and power access before the technical volunteers arrive.
Schedule rehearsals with enough time to collect scores and sheet music, check the instruments and test the full programme. Keep the final rehearsal separate from the first public performance whenever possible.
Set up ticketing and the guest list early, including reserved seats and dietary requirements. Assign reception volunteers before invitations and online promotion go out, so someone is responsible for arrivals and late changes.
Plan musician catering by headcount rather than estimation. Confirm dietary requirements in advance, then check plates, cutlery, glasses, coffee cups, tables and water before shopping and event-day setup.

Frequently asked questions

How far in advance should I organise a big band concert?: Confirm the date, venue and musicians at least 3 to 6 months ahead. Aim to have the programme, rehearsal schedule and technical requirements settled 6 to 8 weeks before the concert.
How many rehearsals does a big band concert need?: Plan at least 3 full rehearsals for a new or demanding programme, with an additional technical run if microphones, monitors or lighting are complex. Schedule the final rehearsal no later than 1 or 2 days before the concert.
When should I publish tickets and invitations for a big band concert?: Open registrations and publish the concert around 4 to 6 weeks before the date. Review ticket sales and the guest list weekly, then make a final reserved-seat check 2 to 3 days before doors open.
What should I check on the day of a big band concert?: Allow at least 3 hours before the audience arrives for stage, seating, sound, lighting, instruments and reception setup. Complete the microphone, cable, power and music-stand-light check before the musicians begin their soundcheck.

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