Carillon concert checklist: what to arrange and when

A carillon concert needs more coordination than the audience sees. Confirm the venue and tower access early, then fix the date with the carillonneur before publishing invitations. In the final week, focus on registrations, volunteer shifts, seating, catering quantities and printed information. On the day, allow time to inspect the surroundings, test the microphone and sound system, check power and lighting, and prepare drinks before guests arrive.

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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 venue and tower access
Confirm the concert date with the carillonneur
Check permits and notifications
Set the schedule and times
2 people
Set the admission policy and donation box
2 people
Send invitations
2 people
Publish concert publicity
2 people
Process registrations
Collect dietary requirements
Schedule volunteers
2 people
Reserve chairs and tents
Determine catering quantities
2 people
Check the shopping list
2 people
Print programs and signage
2 people
Check the weather forecast
Do the shopping
2 people
Inspect the venue and surroundings
2 people
Set up tents and parasols
4 people
Set up tables and chairs
4 people
Set up signage
2 people
Set up the registration desk
2 people
Connect the sound system
2 people
Test microphone and sound
2 people
Check lighting and power
2 people
Chill drinks
2 people
Set up the coffee area and buffet
3 people
Prepare snacks
3 people

Event

Welcome the carillonneur
Welcome the audience
3 people
Hand out programs
2 people
Handle entry and donations
2 people
Announce the concert
Provide crowd support
2 people
Serve coffee and snacks
3 people
Refill drinks
2 people
Track waste and tables
2 people
Announce break
Guide the audience to the exit
2 people

Aftercare

Turn off the sound system
2 people
Clear tables and chairs
4 people
Take down tents and parasols
4 people
Wash tableware and equipment
3 people
Clean the venue
3 people
Collect and remove waste
2 people
Check borrowed materials
2 people
Return materials
2 people
Remove programs and signs
2 people

What to bring

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

Furniture

Chairsqty 100
Tablesqty 8
Party tentsqty 2
Parasolsqty 4

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8

Equipment

Compact sound system
Wireless microphonesqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 4

Lighting

LED lampsqty 8
Light Stripsqty 4

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Program boardsqty 6
Directional signsqty 10
Program leafletsqty 120

Catering

Drink dispensersqty 3
Thermos flasksqty 6
Serving tongsqty 6
Groceries

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Mixing bowlsqty 4
Measuring cupsqty 2

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 6
Cleaning clothsqty 12

Tips

Confirm tower access and the concert date before sending publicity. The carillonneur, venue contact and any access restrictions should be settled before invitations go out.
Set one clear timetable for arrivals, registration, the concert and refreshments. Share volunteer shifts in advance so the registration desk and setup are covered without last-minute calls.
Check the admission method and donation box at the same time as registration. Decide where guests pay or donate, and make the instructions visible at the entrance and on the program boards.
Plan seating and shelter from the expected attendance, not just the forecast. Reserve enough chairs, tables, tents and parasols, then review the layout after checking the venue and its surroundings.
Test every technical connection before the audience arrives. Connect the compact sound system, wireless microphones, extension cords and power strips, then check lighting and chill drinks during the final setup.

Frequently asked questions

How far in advance should I plan a carillon concert?: Start at least 6 to 8 weeks ahead. Confirm the venue, tower access and carillonneur first, then allow time for permits or notifications, publicity, registrations and volunteer scheduling.
What should I check on the day of a carillon concert?: Inspect the venue and surroundings, check the weather forecast, and complete setup at least 2 hours before guests arrive. Test the microphone, sound system, power and lighting before opening registration.
How many chairs do I need for a carillon concert?: Plan one chair per expected seated guest, then add about 10% if space allows. Finalize the number after registrations close and keep tents or parasols available if the audience will wait or sit outdoors.
When should drinks and catering be prepared?: Do the shopping and check quantities no later than the day before. On the event day, chill drinks and prepare coffee equipment, serving trays and tableware during setup, ideally 60 to 90 minutes before arrival.

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