Brass band concert checklist

A brass band concert depends on more than booking the musicians and opening the doors. You need time to confirm the programme, permits, tickets, instrument transport, music stands and the room layout. Audience arrangements also need an early deadline, especially registrations, dietary requirements and printed programmes. Use this checklist to work from the first confirmations through the final hall inspection, so the band, crew and audience can move through the evening without last-minute gaps.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm concert date and location
2 people
Determine repertoire and program
3 people
Confirm venue reservation
Check permits and notifications
Confirm brass band booking
Confirm conductor and host
Design invitations
2 people
Send invitations
2 people
Announce the concert online
Process registrations
Collect dietary requirements
Create visitor list and tickets
2 people
Print the program
2 people
Check the music parts
3 people
Inventory music stands
2 people
Confirm instrument transport
Purchase catering and drinks
2 people
Set up non-perishable supplies
2 people
Pick up venue keys
Open venue
2 people
Inspect the hall and entrance
2 people
Clear the exits
2 people
Set up chairs
4 people
Mark orchestra setup
2 people
Set up music stands
3 people
Set up reception tables
2 people
Set up tables for catering
2 people
Set up the entrance and coat check
2 people
Hang up decorations
2 people
Hang signs
2 people
Check the lighting
2 people
Receive instruments
3 people
Position instruments safely
3 people
Set out scores and music stands
3 people
Set up musicians' dressing room
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Arrange snacks on platters
2 people
Check toilets
Briefing for reception team
3 people
Run the sound check
6 people
Go over the program with the conductor
3 people

Event

Open the doors
3 people
Welcome visitors
3 people
Hand out programs
2 people
Manage the cloakroom
2 people
Guide the first concert segment
2 people
Refill drinks
2 people
Serve break snacks
3 people
Serve coffee and tea
2 people
Guide visitors to the hall
2 people
Guide second concert part
2 people
Restock drinks and snacks
2 people
Collect audience questions
Take care of performing musicians
2 people
See off the last visitors
3 people
Finish coat check
2 people
Unload instruments
4 people
Catering breakdown
3 people

Aftercare

Clear away chairs and tables
4 people
Collect music stands
3 people
Remove decorations
2 people
Collect and sort waste
3 people
Wash dishes
3 people
Clean Kitchen and Catering Table
2 people
Clean the hall floor
2 people
Clean the restrooms
2 people
Do final venue inspection
2 people
Collect lost and found items
Return instruments
3 people
Return rental items
2 people
Clear away leftover stock
2 people
Send visitor thank-you gifts

What to bring

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

Furniture

Chairsqty 100
Tablesqty 8
Dressing room racksqty 2
Coat racksqty 3
Coat hangersqty 120
Stage sectionsqty 6

Equipment

Music standsqty 35
Conductor's lectern
Metronome
Microphoneqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 3
Spare batteriesqty 12

Tableware

Glassesqty 120
Coffee cupsqty 50
Platesqty 50
Platesqty 100
Forksqty 100
Napkin holdersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Scissorsqty 3
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Tableclothsqty 8
Balloonsqty 100
Balloon ribbonqty 2
Flower arrangementsqty 6
Welcome sign
Program boardsqty 3

Lighting

LED lightsqty 8
String lightsqty 4
Extension cordsqty 3

Cleaning

Waste binsqty 8
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date, venue and brass band booking before publishing invitations. Allow at least 6–8 weeks for permits, programme decisions, ticketing and audience communication.
Close registrations 5–7 days before the concert and use the final visitor list to estimate chairs, programmes, drinks and any dietary requirements. Keep a small buffer for late changes.
Check music parts, the conductor’s lectern and music stands at least 2 weeks beforehand. On concert day, mark the orchestra layout before placing chairs and stands so the setup matches the programme.
Confirm instrument transport and access details 3–5 days before the concert. Arrange venue keys, loading access and a clear route from the entrance to the performance area before the band arrives.
Finish the room and equipment check before doors open: clear every exit, test the microphone and mixer, secure extension cords with gaffer tape, and put spare batteries where the host can reach them.

Frequently asked questions

How far in advance should I organise a brass band concert?: Start at least 6–8 weeks ahead. That gives you time to confirm the venue and band, check permits, choose the repertoire, send invitations and prepare tickets and catering.
When should I send invitations for a brass band concert?: Send them about 4–6 weeks before the concert, once the date, location and programme details are reliable. Set a registration deadline 5–7 days before the event so you can prepare the visitor list and seating.
How many music stands do I need for a brass band concert?: Count one stand for each player who needs printed music, then add 2–4 spare stands for changes, guests or damaged equipment. Complete the inventory at least 2 weeks before the concert.
What should I check at the venue on concert day?: Arrive 2–3 hours before the doors open. Inspect the hall and entrance, clear all exits, arrange chairs, mark the orchestra setup, place music stands, test the microphone and confirm that drinks and catering are ready.

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.