Brass Band Concert Checklist

A brass band concert needs more than confirmed musicians and a printed programme. You also need rehearsal space, a room layout that gives players enough working space, tested sound equipment and a clear reception setup. This checklist takes you from choosing the date and venue through registrations, shopping and the final room check. Use it to assign jobs early, so printing, equipment collection and refreshments are not left until concert day.

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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 the concert date
Reserve venue
Reserve rehearsal space
Compile program
2 people
Confirm performing musicians
Send invitations
2 people
Announce the concert online
Process registrations
Collect dietary requirements
Have the program printed
Assign volunteers
2 people
Check the shopping list
2 people
Do the shopping
2 people
Collect instruments and sheet music
3 people
Check the room and restroom
2 people
Clear the stage and play area
3 people
Set up chairs
4 people
Set up tables
3 people
Set up music stands
3 people
Check the lighting
2 people
Set up the sound system
2 people
Test sound system
2 people
Hang decorations
3 people
Set up the reception table
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out dishes and glasses
2 people
Prepare coffee and tea
2 people

Event

Welcome musicians
2 people
Set up instruments
4 people
Run the sound check
3 people
Welcome visitors
4 people
Hand out programs
2 people
Support the concert
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Keep the break room tidy
2 people
See visitors out
3 people

Aftercare

Pack instruments
4 people
Dismantle the sound system
2 people
Put furniture back
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Check materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Reception folding table
Catering folding tableqty 2
Coat racksqty 4
Clothes hangersqty 40

Equipment

Music standsqty 35
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 6
Power stripsqty 4
Gaffer tapeqty 2
Batteriesqty 12

Lighting

LED lightsqty 6
String lightsqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Decorative table runnersqty 8
Welcome sign
Program board

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 80
Cake platesqty 120
Teaspoonsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Plattersqty 8
Serving jugsqty 4
Cutting boardsqty 2
Kitchen knivesqty 3

Cleaning

Waste binsqty 6
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Toilet brushesqty 3

Catering

Groceries

Tips

Confirm the venue and rehearsal space before announcing the concert. Check that the room has enough chairs, tables and clear stage or playing space for the full band, music stands and microphones.
Test the complete sound system before the audience arrives, not just the speakers. Allow at least 60 minutes to connect the mixer, microphones, stands, speakers, extension cords and power strips, then secure cables with gaffer tape.
Print the programme only after the repertoire and performing musicians are confirmed. Keep the final version ready several days before the concert, especially if it includes registration details or dietary information for the reception.
Assign separate volunteers for registration, the reception table, room setup and musician support. A small team can quickly miss tasks such as checking restrooms, setting out coat hangers or collecting instruments and sheet music.
Plan refreshments by service time rather than shopping at the last minute. Chill drinks before doors open, place reusable glasses and coffee supplies at the reception table, and check that serving spoons, plates and teaspoons are available.

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, venue, rehearsal space and musicians first; invitations and online announcements can follow once those details are secure.
How long before a brass band concert should the sound system be tested?: Complete a full sound check at least 60 minutes before the audience arrives. Test every microphone, speaker, cable, power strip and mixer input with the musicians in their actual positions.
When should I print the concert programme?: Print the programme 3 to 7 days before the concert, after the programme order and musician list are final. Printing too early can leave incorrect details if the repertoire or performers change.
How many volunteers are needed for a brass band concert?: Plan for at least 4 volunteers for a small concert: one for registration, one for refreshments, one for room and seating setup, and one to support musicians and equipment. Add more if the audience or venue is large.

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