Brass band concert checklist

A brass band concert needs more than a venue and a programme. You need time to confirm the band, prepare licensed sheet music, set up sound and lighting, and guide the audience from registration to seating. This checklist covers the full run-up, including details that are often left until the last day: dietary requirements, volunteer shifts, printed programmes, cable safety and chilled drinks. Work through the tasks in order and use the final checks to make sure the performers and audience are ready.

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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

Reserve venue
Confirm the concert date
Invite band members
Send audience invitations
2 people
Process registrations
Collect dietary requirements
Compile program
2 people
Select music pieces
3 people
Collect sheet music
2 people
Copy sheet music
2 people
Check music license
Create the performance schedule
2 people
Assign presenter
Open ticket sales
2 people
Schedule volunteers
2 people
Book catering
Test the equipment
2 people
Create floor plan
Design signage
Print programs
2 people
Make name badges
Check stock
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the instruments
4 people
Open venue
2 people
Check ventilation
Set up hall lighting
2 people
Set up the sound system
3 people
Connect microphones
2 people
Perform sound check
3 people
Set up chairs
4 people
Set up the orchestra arrangement
4 people
Set up music stands
3 people
Prepare sheet music
3 people
Set up the registration desk
2 people
Lay out the programs
2 people
Set up the cloakroom
2 people
Set up catering table
3 people
Set out coffee and tea
2 people
Set out snacks
3 people
Check toilets
Set up signage
2 people
Brief volunteers
2 people

Event

Welcome the musicians
3 people
Guide warm-up sessions
2 people
Open the doors
2 people
Welcome visitors
3 people
Check tickets
2 people
Hand out programs
2 people
Open the concert
Run the concert program
35 people
Announce break
Serve drinks
4 people
Serve snacks
4 people
Refill drinks
2 people
Close out break
Perform the second concert set
35 people
Give the closing speech
See the audience out
3 people
Lead the informal after-party
4 people
Refill drinks during the after-party
2 people
Refill snacks during the after-party
2 people
See off the last visitors
2 people

Aftercare

Pack instruments safely
5 people
Dismantle the sound system
3 people
Clear away music stands
3 people
Clear away chairs
4 people
Collect tableware
3 people
Wash dishes
3 people
Collect waste
3 people
Take down the catering table
2 people
Clean the room
4 people
Clean the restrooms
2 people
Remove signage
2 people
Clear the cloakroom
2 people
Pack inventory
2 people
Collect lost and found items
Lock up the venue
2 people
Return materials
2 people
Store leftover groceries
2 people

What to bring

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

Furniture

Chairsqty 110
Tablesqty 8
Folding table at entrance
Clothes racksqty 2
High tablesqty 6

Equipment

Speakersqty 2
Amplifier
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 6
Music standsqty 40
Conductor's lectern
Music stand lightsqty 12
Metronome

Lighting

LED work lightsqty 4
Mood lightingqty 4
Spare batteriesqty 24

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Serving jugsqty 4
Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 6
Ice packsqty 12

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Stage backdrop
Program boardsqty 4
Name badgesqty 50
Badge holdersqty 50
Table numbersqty 8

Cleaning

Waste binsqty 8
Mop setsqty 2
Bucketsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Cleaning carts

Catering

Groceries

Tips

Confirm the venue and concert date before inviting band members or opening ticket sales. Allow at least 2 weeks for replies if the band includes several players.
Prepare the music early: select the pieces, collect and copy the sheet music, and check the licence before printing 1 programme per audience member plus a few spares.
Test the amplifier, mixer, speakers and microphones together at the venue at least 3 days before the concert. Tape down audio cables and extension cords with cable mats before doors open.
Build the floor plan around the band first, leaving clear space for music stands, the conductor’s lectern and presenter. Count chairs and place the entrance table, clothes racks and signage before the audience arrives.
Schedule volunteers in shifts rather than asking everyone to cover the whole event. Finish shopping and chill drinks at least 4 hours before doors open, and check coffee cups, glasses, plates and serving equipment at the same time.

Frequently asked questions

How far in advance should I organise a brass band concert?: Start at least 8 to 12 weeks before the concert. Use the first weeks for the venue, date, band and programme; leave the final 7 days for registrations, volunteer shifts, printing and equipment checks.
When should I open ticket sales for a brass band concert?: Open sales once the venue, date, programme outline and capacity are confirmed, usually 4 to 6 weeks before the concert. Close or review registrations 3 to 5 days beforehand so you can plan seating, catering and dietary requirements.
How many microphones and speakers do I need for a brass band concert?: The exact number depends on the venue and whether the band is amplified, but plan a sound check with every speaker, amplifier, mixer, microphone, stand and cable at least 3 days before the event. Keep spare batteries and extension leads ready on the day.
When should I print the concert programmes?: Print them 2 to 3 days before the concert, after the programme and presenter details are final. Prepare the number needed for registered guests plus around 10% spare copies.

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.