Children's concert checklist: plan it in the right order

A children's concert needs more than performers and a stage. You need a clear programme, a safe venue, reliable registration information and enough adults to guide children through the day. Work from the date and venue toward invitations, accessibility, seating and technical setup. The final week is for confirming numbers, dietary requirements, equipment and volunteer roles—not for discovering missing cables or an incomplete contact list.

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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 date and program
2 people
Reserve venue
Book performers and chaperones
Check permits
Check insurance details
Design invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Check accessibility
Create the participants' contact list
Confirm reservations
Print the music program
2 people
Prepare name badges
2 people
Work out the stage layout
2 people
Create a seating plan for children
2 people
Assign volunteers
Send artist information
Share the route and parking details
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Collect materials
2 people

Event

Open venue
2 people
Check the hall and entrance
2 people
Set up tables
3 people
Set up chairs
4 people
Clear the stage
3 people
Set up sound equipment
3 people
Connect microphones
2 people
Set up instruments
3 people
Perform sound check
3 people
Hang decorations
3 people
Install lighting
2 people
Set up registration desk
2 people
Set up the catering table
2 people
Prepare snacks
3 people
Check toilets
Clear emergency exits
2 people
Welcome performers
2 people
Assist performers
2 people
Welcome visitors
4 people
Check off registrations
3 people
Guide children to their seats
4 people
Announce the program
Perform children’s concert
6 people
Serve break drinks
4 people
Refill drinks
2 people
Refill snacks
2 people
Guide children at departure
4 people
See off the artists
2 people
Cover leftover food
2 people

Aftercare

Turn off the sound equipment
2 people
Dismantle equipment
3 people
Pack instruments
3 people
Remove decorations
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Clean the restrooms
2 people
Collect lost and found items
Lock up the venue
2 people
Return rented materials
2 people
Clear away leftover groceries
Thank those involved

What to bring

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

Furniture

Chairsqty 100
Children’s tablesqty 8
Registration desk
Catering tablesqty 3
Clothes racksqty 2

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Speaker cablesqty 4
Microphone cablesqty 6
Power stripsqty 6
Extension cordsqty 6
Music standsqty 8
Keyboard
Keyboard stand
Guitar amplifier
Stage sectionsqty 4
Gaffer tapeqty 4

Tableware

Reusable drinking cupsqty 120
Reusable platesqty 100
Reusable forksqty 100
Reusable knivesqty 50
Serving spoonsqty 6
Thermos flasksqty 4
Water jugsqty 6

Kitchen

Coolersqty 4
Serving traysqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Measuring cupsqty 2
Ice packsqty 12

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Stage backdrop
Tableclothsqty 12
Directional signsqty 8

Lighting

LED spotlightsqty 4
String lightsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Other

First aid kit
Walkie-talkiesqty 4
Clipboardsqty 4
Ballpoint pensqty 20
Name badge holdersqty 20
Program leafletsqty 110
Wristbandsqty 100
Cash register or cash box

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Confirm performers, chaperones, permits and insurance details early enough to resolve restrictions before registrations open.
Keep registration information usable on the day. Collect dietary and accessibility requirements, then turn the responses into a participant contact list and a seating plan for children.
Assign volunteers to specific jobs rather than simply asking for general help. Cover the registration desk, child supervision, performers, refreshments and the venue opening and closing.
Check the sound setup in the actual room, including active speakers, mixer, microphones, stands, cables, DI boxes and power. Tape cable runs down before children arrive and keep spare connections accessible.
Finish shopping and material collection before event day. Chill drinks, prepare name badges and printed music programmes, and set out cups, plates, serving equipment and water before doors open.

Frequently asked questions

How far in advance should I organise a children's concert?: Start at least 8 to 12 weeks ahead. Venue reservations, performers, chaperones, permits and insurance may take longer than invitations and registration.
When should I send invitations for a children's concert?: Send them about 4 to 6 weeks before the concert, after the date, programme and venue are confirmed. Close or review registrations several days before the event so seating, badges and catering can be prepared.
How many volunteers do I need for a children's concert?: Plan at least one named adult for registration, one for performer support and enough chaperones to supervise each group of children safely. Set the final rota no later than 1 week before the concert.
What should I check on the morning of a children's concert?: Allow at least 2 hours before doors open to open the venue, arrange chairs and children's tables, test the sound system, place the registration desk, chill drinks and secure cables with gaffer tape.

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.