Brass band concert checklist

A brass band concert depends on more than the musicians and a program. You need to confirm the venue, permits, player list, registrations, seating, stage layout, sound equipment, refreshments, and access arrangements in the right order. This checklist covers the practical work from the first venue confirmation to opening the doors. It also helps you avoid late tasks such as printing programs, checking instruments, collecting dietary requirements, and preparing keys, toilets, and power connections.

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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 Venue
Check permits
Confirm musician list
Finalize the program
2 people
Instruct the conductor
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Make reservations
Send parking information
Print the program
Make name badges
Do the shopping
2 people
Check the instruments
3 people
Organize music folders
2 people
Create a supplier route
Check the weather forecast
Pick up keys
Open venue
2 people
Check rooms
2 people
Check toilets
Set up tables
4 people
Set up chairs
4 people
Set up the orchestra stage
4 people
Set up music stands
3 people
Prepare sheet music
3 people
Set up the sound system
3 people
Test microphones
2 people
Check the lighting
2 people
Hang decorations
3 people
Set up the information desk
2 people
Set up the cash register
2 people
Lay out the programs
2 people
Chill drinks
2 people
Set up coffee corner
2 people
Prepare snacks
3 people
Set up catering
3 people
Prepare first aid supplies
Clear fire exits
2 people

Event

Welcome musicians
2 people
Unload instruments
4 people
Setting up the orchestra
4 people
Open the doors
2 people
Welcome visitors
3 people
Hand out programs
2 people
Handle ticket sales
2 people
Manage the cloakroom
2 people
Announce the concert
Guide the first concert segment
2 people
Serve break drinks
4 people
Serve snacks
4 people
Refill drinks
2 people
Guide second concert part
2 people
Inform visitors
2 people
Check toilets periodically
Collect waste along the way
2 people
Announce the farewell
Thank the musicians
2 people
Guide people out
2 people
Finish coat check
2 people
Load instruments
4 people
Lock up the venue
2 people

Aftercare

Dismantle furniture
4 people
Take down the sound system
3 people
Remove decorations
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the room
4 people
Clean the restrooms
2 people
Dispose of waste
2 people
Collect lost and found items
Count inventory
Check materials
2 people
Return materials
2 people
Return venue keys
Archive photos and documents
Send thank-you message

What to bring

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

Furniture

Chairsqty 140
Tablesqty 10
Beer tablesqty 4
Clothes racksqty 2
Stage sectionsqty 12
Stoolsqty 8

Equipment

Music standsqty 45
Conductor's lectern
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Speakersqty 2
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Orchestra casesqty 4
Instrument tablesqty 4

Tableware

Water glassesqty 160
Coffee cupsqty 80
Platesqty 80
Cake platesqty 140
Coffee spoonsqty 100
Serving tongsqty 8
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 2
Cutting boardsqty 3
Knivesqty 6
Serving spoonsqty 6
Small bowlsqty 12
Pitchersqty 6

Catering

Cash register
Cash box
Payment terminal
Menu card holdersqty 6
Coffee thermal carafesqty 4
Groceries

Decorations

Tableclothsqty 10
Stage drapesqty 4
Buntingqty 8
Flower arrangementsqty 6
Program boardsqty 4
Directional signsqty 8

Lighting

LED lampsqty 8
Mood lightingqty 4
Batteriesqty 24

Cleaning

Waste binsqty 8
Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Hand broomsqty 3
Toilet brushesqty 3
Soap dispensersqty 4
Hand sanitizer pumpsqty 4

Tips

Confirm the venue and permits before sending invitations. Check how many chairs fit, where the orchestra stage can go, and whether the venue provides access to toilets, storage, power, and loading areas.
Finalize the musician list and program early enough to brief the conductor and organize music folders. Allow time to print the program and make name badges after registrations and performer details are final.
Plan the audience setup around the stage, music stands, conductor’s lectern, microphones, speakers, and cable routes. Use extension cords, power strips, and gaffer tape safely, and keep walkways clear.
Collect dietary requirements when processing registrations, then schedule shopping and refreshment preparation separately from concert setup. Coffee machines, kettles, thermos flasks, coolers, and ice containers are easy to remember too late.
Create a short event-day order: pick up the keys, open the venue, check rooms and toilets, set up tables and chairs, build the orchestra stage, place the music stands, and test the sound before guests arrive.

Frequently asked questions

How far in advance should I book a brass band concert venue?: Aim to confirm the venue and any required permits at least 8 to 12 weeks before the concert. This gives you time to confirm the musician list, finalize the program, send invitations, and plan the room layout.
How many chairs do I need for a brass band concert?: Plan one chair for every expected audience member, plus any chairs needed by the musicians and event team. Confirm the final audience number after registrations, then check that the room still leaves clear routes around the stage, tables, and equipment.
When should I print the concert program?: Print the program after the musician list and running order are final, usually 3 to 7 days before the concert. Keep a small buffer for corrections and print enough copies for registered guests plus a few extras.
What should I check on the day of a brass band concert?: Arrive early enough to pick up the keys, open the venue, check the rooms and toilets, and complete the stage and seating setup before doors open. Allow at least 60 minutes for placing music stands, connecting microphones and speakers, checking instruments, and testing the sound.

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