Brass Band Concert Checklist

A brass band concert needs more than a confirmed date and a group of musicians. You also need rehearsal space, a clear program, stage and seating plans, readable music scores, working sound equipment, printed booklets, volunteers, and refreshments. Start with the program and logistics, then confirm people and equipment before invitations go out. This checklist helps you arrange the work in a practical order and avoid common late surprises, such as missing cables, unrefrigerated drinks, or too few chairs.

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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
Reserve rehearsal space
Compile musician list
Set program and repertoire
2 people
Confirm the conductor and presenter
Draft invitations
2 people
Send invitations
Process registrations
Collect dietary requirements
Recruit welcome volunteers
Recruit catering volunteers
Recruiting volunteers for cleanup
Make seating plan
2 people
Create stage layout for the band
2 people
Collect music scores
2 people
Copy music scores
2 people
Design program booklet
Print program booklets
Make reservations for materials
Test sound equipment
2 people
Check lighting plan
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
2 people
Store drinks refrigerated
2 people
Prepare allergen information
Sort sheet music by chair
3 people
Print registrations and guest list
Prepare cash change
Pick up venue keys
Receive deliveries
2 people
Check the hall and entrance
2 people
Set up reception tables
2 people
Set up chairs for the audience
4 people
Set up chairs for musicians
3 people
Set up music stands
3 people
Set up the conductor's stand
2 people
Connect the sound system
2 people
Test microphones
2 people
Set up lighting
2 people
Hang up decorations
2 people
Lay out program booklets
2 people
Build the catering buffet
3 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Check toilets
Set up the reception desk
2 people

Event

Welcome musicians
3 people
Place instruments and cases
4 people
Welcome guests
4 people
Hand out program booklets
2 people
Run the cloakroom
2 people
Open the concert
Perform the first concert section
35 people
Refill drinks
2 people
Serve the break buffet
4 people
Clear used cups
2 people
Perform the second concert set
35 people
Moderate audience questions
Guide the applause moment and closing
Set up evening buffet
4 people
Serve the evening buffet
4 people
Refill drinks
2 people
Host informal gathering
2 people
Return the coat check
2 people
See guests out
3 people

Aftercare

Pack instruments safely
4 people
Fold down music stands
3 people
Turn off the sound equipment
2 people
Clear catering
4 people
Wash dishes
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the hall and entrance
4 people
Clean the restrooms
2 people
Check borrowed materials
2 people
Return materials
2 people
Return venue keys
Store leftover food
2 people
Check the deposit and cash register
2 people
Collect lost and found items

What to bring

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

Furniture

Chairs for audienceqty 120
Chairs for musiciansqty 35
Tablesqty 8
Coat racksqty 3
Foldable tablesqty 3
Table skirtsqty 3

Equipment

Music standsqty 35
Conductor’s stand
Active speakersqty 2
Mixer
Wired microphonesqty 2
Microphone standsqty 2
Speaker standsqty 2
XLR cablesqty 4
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 6
Music stand lightsqty 10

Tableware

Coffee cupsqty 60
Drinking glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 80
Serving spoonsqty 8
Pitchersqty 6
Thermos flasksqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Storage binsqty 8
Serving plattersqty 10
Serving traysqty 6

Decorations

Concert postersqty 10
Table décorqty 8
Entrance sign
Program standsqty 4
Name badgesqty 45

Lighting

LED string lightsqty 4
Standing lampsqty 4

Cleaning

Vacuum cleaner
Mop setqty 2
Bucketsqty 3
Waste binsqty 6
Toilet brushesqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the stage layout before the concert day. Allow space for every musician’s chair and music stand, plus a conductor’s stand, microphones, speakers, and safe cable routes.
Test the mixer, active speakers, wired microphones, speaker stands, XLR cables, and power connections at least 3–5 days before the concert. Check that extension cords and cable mats reach every position without creating trip hazards.
Print the program booklets only after the repertoire, presenter, and running order are confirmed. Keep a small reserve—around 5–10% more copies than expected guests—for damaged booklets and last-minute visitors.
Ask for dietary requirements when registrations are processed, not during the final shopping trip. Calculate catering quantities after the guest count is stable, then keep drinks refrigerated and check coffee equipment before volunteers arrive.
Assign separate volunteers for welcome, catering, and cleanup at least one week ahead. Give each team a start time and a short handover so setup, serving, and clearing do not depend on one person.

Frequently asked questions

How far in advance should I plan a brass band concert?: Start at least 8–12 weeks before the concert. Confirm the date, venue, conductor, musicians, rehearsal space, and repertoire first; invitations and registrations can follow once those details are stable.
How many chairs and music stands do I need for a brass band concert?: Provide one chair and one music stand for each musician, plus a conductor’s stand. Count the confirmed musician list and add at least 2–3 spare stands if the venue and storage space allow.
When should I test the sound equipment for a brass band concert?: Do a full equipment test 3–5 days before the concert and repeat a short line check on the day. Test microphones, mixer, speakers, cables, power strips, and lighting positions before the audience enters.
How many program booklets should I print for a brass band concert?: Print one booklet per expected attendee and add 5–10% extra. Finalise the repertoire and running order before printing, ideally at least 3–5 days before the concert.

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