Children’s concert checklist and planning guide

A children’s concert needs more than performers and a room. You need a confirmed venue, suitable sound equipment, clear registration information, volunteer cover and a simple plan for welcoming families. Start with the date, location and musicians, then work through permits, insurance, invitations and dietary requirements. In the final week, check attendance numbers, print the programme and run sheet, and confirm every technical and practical detail before the first child arrives.

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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
Hire musicians
2 people
Confirm venue booking
Reserve sound system
Check permits
Check insurance
Compile program
2 people
Create a registration form
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Send confirmations
Recruit volunteers
2 people
Assign volunteers
Collect emergency contacts
Share route directions
Share parking information
Check numbers and texts
2 people
Request technical requirements
Print the run sheet
Make name badges
Print program leaflets
Check the shopping list
Do the shopping
2 people
Set up non-perishable supplies
Purchase refrigerated products
2 people
Pick up venue keys

Event

Receive sound system delivery
2 people
Set up stage sections
4 people
Set up chairs
4 people
Set up tables
2 people
Connect the sound system
2 people
Test microphones
2 people
Connect the instruments
2 people
Place musical instruments
2 people
Hang decorations
3 people
Set up the entrance table
2 people
Set up the catering table
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Place allergen cards
Check toilets
Clear emergency exits
2 people
Brief the entrance crew
2 people
Welcome musicians
2 people
Run the sound check
3 people
Welcome the audience
4 people
Hand out program brochures
2 people
Guide children's seating
3 people
Open the concert
Support the concert
2 people
Refill drinks
2 people
Serve snacks
3 people
Lead the break
4 people
Escort children to the restroom
2 people
Moderate audience questions
Close the concert
Escort the audience outside
4 people
Collect lost and found items

Aftercare

Clean up catering
3 people
Wash dishes
3 people
Collect waste
3 people
Clear away chairs
4 people
Clear tables
2 people
Take down stage sections
4 people
Disconnect the sound system
2 people
Remove decorations
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Pack leftover food
2 people
Prepare equipment for return
2 people
Return sound system
2 people
Return rental items
2 people
Return lost and found items

What to bring

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

Furniture

Chairsqty 120
Children’s tablesqty 6
Adult tablesqty 8
Foldable tablesqty 4
Stage sectionsqty 6
Lecternsqty 3
Dressing room racksqty 2
Waste binsqty 8

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 60
Tea glassesqty 40
Dinner platesqty 150
Dessert platesqty 150
Children's cutleryqty 100
Adult cutleryqty 60
Serving plattersqty 12
Serving tongsqty 8

Equipment

Sound system
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Monitor speaker
DI boxesqty 3
Music standsqty 5
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 10
Gaffer tapeqty 4
Laptop
Spare batteriesqty 12
Stage monitor

Decorations

Balloonsqty 100
Balloon pumpqty 2
Paper garlandsqty 12
Arrival signqty 2
Directional signsqty 8
Tableclothsqty 14
Allergen cardsqty 20
Name badgesqty 30
Program leafletsqty 130
Colored pencilsqty 40
Drawing sheetsqty 120

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Measuring cupsqty 2
Ice packsqty 16
Food containersqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Trash bag holdersqty 8

Lighting

LED work lightsqty 4
Mood lightingqty 4
Night lightingqty 4

Catering

Groceries

Tips

Confirm the venue and musicians before sending invitations. Ask for the sound requirements at least 3–4 weeks before the concert so microphones, speakers, stands and other equipment can be arranged in time.
Open registrations with a clear deadline and collect dietary requirements and emergency contacts on the same form. Send confirmations as soon as places are processed, rather than waiting until the week of the event.
Plan volunteer cover in shifts of around 60–90 minutes. Assign specific jobs such as registration, seating, backstage support and refreshments, and give each volunteer the route, parking information and emergency details beforehand.
Check the room layout against the expected audience before event day. Allow space for children’s tables, adult seating, the stage, equipment cables and waste bins; do not leave furniture changes until the musicians are setting up.
Complete the final paperwork and shopping check 1–2 days beforehand. Print the run sheet, name badges and programme leaflets, then test the sound system, microphones, laptop connections and power leads during setup.

Frequently asked questions

How far in advance should I plan a children’s concert?: Start booking the venue and musicians at least 8–12 weeks before the concert. Open registration and send invitations once the date, location and basic programme are confirmed.
When should I send children’s concert invitations?: Send invitations about 4–6 weeks before the event and set a registration deadline around 7–10 days before it. This leaves time to process registrations, collect dietary requirements and send confirmations.
How many volunteers do I need for a children’s concert?: Plan at least 1 volunteer for registration and 1 for backstage or performer support, then add roughly 1 additional helper for every 20–30 children. Assign roles and shifts at least 1 week in advance.
When should I check the sound equipment for a children’s concert?: Request the musicians’ technical requirements 3–4 weeks ahead and confirm the equipment booking at least 7 days before the concert. Test microphones, speakers, mixer, cables and power connections during setup, before guests arrive.

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.