Cathedral concert checklist

A cathedral concert needs more than a programme and a group of musicians. The building, rehearsal access, permits, seating, sound equipment and audience information all have to line up. Start with the date and cathedral booking, then secure the performers and permissions before opening ticket sales. In the final week, focus on printed materials, route signs, accessibility, escape routes, catering and the equipment needed for a safe, clear performance.

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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

Set the concert date
2 people
Confirm cathedral
Compile program
3 people
Book musicians
2 people
Record rehearsal times
2 people
Check permits
Check insurance
Send invitations
2 people
Open online ticket sales
2 people
Publish promotional text
2 people
Distributing posters
3 people
Process registrations
2 people
Collect dietary requirements
Book catering
Determine seating layout
2 people
Check accessibility
2 people
Check escape routes
2 people
Record first aid arrangements
Have the program printed
Prepare name badges
2 people
Email audience information
Make route signs
2 people
Reserve equipment
Check instrument list
2 people
Collect sheet music
2 people
Do the catering shopping
2 people
Sort programs
2 people
Bring materials to the venue
3 people
Store catering chilled
2 people

Event

Receive instruments
3 people
Keep loading and unloading zone clear
2 people
Cordon off the stage floor
3 people
Set up the musicians' arrangement
4 people
Set up music stands
3 people
Connect sound equipment
2 people
Test microphones
2 people
Test the lighting
2 people
Lay out the programs
2 people
Hang up decorations
3 people
Set up the reception desk
2 people
Set up coffee station
3 people
Chill drinks
2 people
Prepare snacks
3 people
Check toilets
2 people
Clear emergency exits
2 people
Set up doors and signage
2 people
Staff the audience reception
4 people
Hand out programs
2 people
Guide latecomers
2 people
Announce concert opening
Serve break drinks
4 people
Refill drinks
2 people
Serve snacks
3 people
Handle audience questions
2 people
Announce the closing
Guide the audience to the exit
3 people
Pack instruments
4 people
Turn off the sound equipment
2 people
Collect tableware
3 people
Collect waste
3 people

Aftercare

Remove decorations
3 people
Take down tables and chairs
4 people
Sweep the venue
3 people
Clean the restrooms
2 people
Label borrowed materials
2 people
Return equipment
2 people
Return instruments
3 people
Dispose of waste
2 people
Wash dishes
3 people
Chill leftovers
2 people
Store supplies
2 people
Do final venue inspection
2 people
Handle the deposit and keys

What to bring

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

Furniture

Folding chairsqty 160
Foldable tablesqty 8
Reception desk
Stoolsqty 6
Clothes racksqty 2
Bollardsqty 8

Equipment

Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Speakersqty 2
Monitor speaker
DI boxqty 2
Music standsqty 18
Conductor's lectern
Desk clip-on lightsqty 18
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
AA batteriesqty 24
AAA batteriesqty 24

Lighting

LED spotlightsqty 6
Light standsqty 3
LED candlesqty 24

Tableware

Water glassesqty 180
Coffee cupsqty 160
Tea glassesqty 40
Pastry platesqty 160
Coffee spoonsqty 160
Serving tongsqty 8
Carafesqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving traysqty 12
Measuring cupsqty 3

Decorations

Fabric table runnersqty 8
Flower arrangementsqty 6
Welcome sign
Program standsqty 4
Chalkboardsqty 4
Paper tapeqty 6
Cable tiesqty 100

Cleaning

Vacuum cleaner
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20

Catering

Groceries

Tips

Confirm the cathedral before booking musicians or publishing the date. Ask when the space is available for setup, rehearsal and pack-down, because a concert may need more than one access slot.
Check permits, insurance and escape routes before tickets go on sale. Late changes to capacity or access can affect seating, registrations and the information sent to the audience.
Record rehearsal times as soon as the musicians are booked and collect the sheet music early. This leaves time to check the instrument list, music stands, conductor’s lectern and desk lights.
Plan audience flow, not just the seating chart. Include the reception desk, folding chairs, route signs, accessible access, clothes racks and a clear place for people to wait or collect tickets.
Test the sound and power setup in the cathedral before concert day. Check microphones, stands, mixer, speakers, monitor speaker, DI box, extension cords, power strips, cable mats and spare AA and AAA batteries.

Frequently asked questions

How far in advance should I plan a cathedral concert?: Start at least 12 weeks before the concert if possible. Book the cathedral and musicians first, then allow time for permits, insurance, ticket sales, promotion, catering and audience communications.
When should tickets go on sale for a cathedral concert?: Open online sales after the date, venue, programme outline and basic access information are confirmed. A practical lead time is 6 to 8 weeks, with registrations and dietary requirements monitored throughout.
How many chairs do I need for a cathedral concert?: Prepare one chair for each planned audience place, then add a small buffer for layout changes. Finalise the number only after checking the cathedral’s capacity, aisle widths, accessible seating and escape routes.
When should I test the concert sound equipment?: Do a full equipment check during a rehearsal or venue access session, ideally at least one week before the concert. Test microphones, speakers, monitor levels, power connections, cable mats and batteries again on the day.

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