Children’s Choir Concert Checklist

A children’s choir concert needs more coordination than a standard performance because every child must be accounted for before, during and after the event. Confirm the venue and date first, then build the program, collect registrations and parental consents, and assign escorts. Leave time for printing music, badges and programs, testing microphones and speakers, and preparing a clear reception and changing-room setup. Use this checklist to keep the work in the right order.

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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 date and location
2 people
Record choir repertoire
2 people
Compile program
2 people
Design invitations
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Collect parental consents
2 people
Create a contact list of children
Assign escorts
2 people
Make reservations
Order catering
Check technical supplies
2 people
Reserve microphones
Gather music files
Print sheet music
2 people
Prepare name badges
Print program booklets
2 people
Create signage
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up catering
2 people
Print the final participant list
Test music and backup
2 people
Collect costumes and props
2 people
Arrange keys and access

Event

Open venue
2 people
Check the Venue
2 people
Set up chairs
4 people
Set up tables
3 people
Clear the stage area
3 people
Set up the sound system
3 people
Set up microphones
2 people
Set up lighting
2 people
Hang decorations
3 people
Decorate the entrance
2 people
Set up the reception table
2 people
Set up the catering table
3 people
Lay out program booklets
2 people
Brief Child Supervisors
2 people
Welcome the choir
3 people
Register children
3 people
Set up the changing area
2 people
Escort children to the changing room
3 people
Perform sound check
3 people
Warm up the choir
2 people
Welcome the audience
4 people
Hand out program booklets
2 people
Take coats
2 people
Open the doors
2 people
Guide audience to their seats
3 people
Announce the concert
Lead the children's choir
3 people
Operate microphones
2 people
Refill drinks
2 people
Serve snacks
3 people
Announce break
Guide children during the break
4 people
Guide second concert part
3 people
Arrange farewell and thank-you
2 people
Hand children over to their parents
3 people
See the audience out
3 people
Cover leftover catering
2 people
Refill drinks for the afterparty
2 people
Collect tableware
3 people
Dismantle the sound system
3 people
Remove decorations
3 people
Dismantle chairs and tables
4 people
Collect waste
3 people

Aftercare

Wash dishes
3 people
Clean the kitchen
2 people
Clean the room
3 people
Check toilets
Collect lost and found items
Pack equipment safely
2 people
Return materials
2 people
Return rental items
2 people
Sort leftovers
2 people
Distribute leftover food
2 people
Store photos securely
Send thank-you messages

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 12
Reception desk
Catering tablesqty 4
Clothing rackqty 2
Changing room chairsqty 20
Music standsqty 12

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Cable reelsqty 2
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Laptop
USB stickqty 2
Music stand lightsqty 6

Lighting

LED spotlightsqty 4
Mood lightingqty 4

Tableware

Glassesqty 130
Coffee cupsqty 60
Platesqty 130
Forksqty 130
Knivesqty 130
Spoonsqty 80
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Measuring cupsqty 2
Ice packsqty 16

Decorations

Balloonsqty 100
Balloon arch
Buntingqty 12
Stage drapesqty 2
Tableclothsqty 8
Flower arrangementsqty 6
Tapeqty 6
Ropeqty 2
Scissorsqty 4
Directional signsqty 8

Catering

Program bookletsqty 130
Name badgesqty 45
Badge holdersqty 45
Napkinsqty 250
Sheet music foldersqty 35
Presentation folder
Pensqty 20
Wristbandsqty 50
Thank-you cardsqty 40

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Toilet brushesqty 2

Groceries

Groceries

Tips

Close registrations early enough to print a reliable final participant list. Collect dietary requirements and parental consents at the same time, then keep the children’s contact details together for escorts and last-minute updates.
Record the choir repertoire before compiling the program. Print sheet music and load the music files onto both the laptop and a USB stick so a single device failure does not stop the concert.
Test every microphone, active speaker, mixer, cable, extension cord and power strip in the actual room. Reserve spare microphones and check cable routes before children arrive.
Prepare separate areas for reception, changing and catering. Put out name badges, signage, chairs and music stands before check-in, rather than trying to organise these while families are arriving.
Finish food and drink preparation before the performance schedule becomes busy. Chill drinks, prepare snacks, set up serving platters and place coffee pots or thermos flasks where they will not block entrances or children’s movement.

Frequently asked questions

How far in advance should I organise a children’s choir concert?: Start at least 8 weeks before the concert. Confirm the date and location first, then allow 2 to 3 weeks for invitations and registrations, and finish the final participant list at least 3 days before the event.
When should I collect parental consent for a choir concert?: Request consent when families register, ideally 4 to 6 weeks before the concert. Set a firm deadline at least 10 days before the event so escorts have complete information and missing forms can be followed up.
How many chaperones are needed for a children’s choir concert?: Assign at least 1 escort for every 8 to 10 children, and add more if children change rooms or leave the venue during the event. Finalise assignments once registrations close, no later than 1 week before the concert.
When should the sound equipment be tested for a children’s choir concert?: Complete a full room test 1 to 2 days before the concert, including microphones, speakers, mixer, music files and lighting. Repeat a short microphone and playback check 60 to 90 minutes before the audience arrives.

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