Brass band concert checklist

A brass band concert needs more than a confirmed date and a printed programme. You have to match the room to the audience, prepare music and sound equipment, manage registrations, and leave enough time for setup and testing. This checklist puts the work in a practical order, from booking the venue and checking permits to arranging chairs, cooling drinks, and opening the doors. It also covers the small jobs that are easy to leave until the last hour, such as copying sheet music, preparing payment methods, and collecting dietary requirements.

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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
Check permits
Make reservations
Compile program
3 people
Check repertoire and sheet music
2 people
Confirm the conductor and presenter
2 people
Draft invitations
2 people
Send invitations
2 people
Publish promotion
2 people
Process registrations
Collect dietary requirements
Update visitor list
Assign volunteers
2 people
Check technical requirements
2 people
Plan the room layout
2 people
Determine the number of chairs
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Copy sheet music
2 people
Folding program booklets
3 people
Set up cash register and payment methods
2 people
Pick up venue keys
Check lighting and heating
2 people
Check the hall floor
2 people
Set up chairs
5 people
Set up tables
3 people
Set up music stands
4 people
Set up the instrument room
3 people
Connect sound equipment
2 people
Test microphones
2 people
Test the lighting
2 people
Hang up decorations
3 people
Set up the entrance and coat check
3 people
Set up the catering buffet
4 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Check toilets
Clear fire and emergency exits
2 people
Briefing for reception team
4 people
Brief catering team
3 people

Event

Welcome musicians
3 people
Set up instruments
5 people
Run the sound check
3 people
Open the doors
3 people
Welcome visitors
4 people
Hand out program booklets
2 people
Staff the cloakroom
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Announce the concert
Take care of the break
4 people
Refill drinks
2 people
Check toilets periodically
Guide visitors
2 people
Present the evening program
Support the performance
3 people
Collect audience questions
Deliver farewell speech
Finish coat check
2 people
Store instruments safely
5 people
See visitors out
3 people

Aftercare

Close buffet
3 people
Switch off equipment
2 people
Collect waste
4 people
Wash dishes
3 people
Clear away chairs and tables
5 people
Clean the room
4 people
Clean the restrooms
2 people
Remove decorations
3 people
Lock up the venue
2 people
Return borrowed materials
2 people
Return rented equipment
2 people
Store leftover stock
2 people
Answer visitor questions

What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Coat racksqty 2
Stoolsqty 6

Equipment

Music standsqty 45
Conductor's lectern
Microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Amplifier
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Duct tapeqty 4
Flashlightsqty 3

Lighting

Stage lightsqty 6
Mood lightingqty 4

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Serving plattersqty 12
Thermos flasksqty 4

Decorations

Bannersqty 4
Tableclothsqty 8
Flower arrangementsqty 6
Program standsqty 4
Directional signsqty 8

Catering

Groceries

Tips

Confirm the venue, date, permits, and reservations before promoting the concert. Check access times as well, because collecting the venue keys and setting up the room may require several hours before the audience arrives.
Plan the seating and stage layout from the expected attendance, not from the room’s empty floor. Allow space for music stands, the conductor’s lectern, microphones, speakers, and clear routes for volunteers and visitors.
Check the full technical setup during a rehearsal or sound check. Test microphones, mixer, amplifier, speakers, cables, extension cords, power strips, and stage lighting together rather than assuming compatible equipment will work on the night.
Send invitations and publish promotion early enough to process registrations before ordering catering. Update the visitor list, collect dietary requirements, and calculate chairs, glasses, cups, plates, cutlery, coffee, and cold drinks from the final numbers.
Finish printed and practical details at least one day before the concert where possible. Copy the sheet music, fold programme booklets, chill drinks, prepare the cash register and payment methods, and pack flashlights and duct tape so setup is not delayed by a last-minute shop run.

Frequently asked questions

How early should I start planning a brass band concert?: Start at least 8 to 12 weeks before the concert. Confirm the date, location, permits, conductor, presenter, repertoire, and technical requirements first; promotion and registrations follow once those basics are secure.
How many chairs do I need for a brass band concert?: Use the final registration list and add about 5 to 10 percent spare chairs, subject to the room’s capacity and fire-safety rules. Reserve separate space for the band, music stands, the conductor, volunteers, and accessible seating.
How much food and drink should I buy for a brass band concert?: Calculate quantities from the confirmed visitor list and the planned break or reception. For the first hour, allow roughly 2 to 3 drinks per person, then adjust coffee, tea, glasses, plates, cutlery, and dietary alternatives to the programme length and catering plan.
When should I do the sound check for a brass band concert?: Schedule the complete sound check at least 2 hours before the audience arrives, with extra time if microphones, a mixer, amplifiers, or stage lights are being hired. Test every cable, speaker, microphone, power strip, and lighting position before doors open.

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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.