Children's concert checklist and planning guide

A children’s concert needs more than a stage and a performer. You need a reliable order for bookings, registrations, dietary information, seating, sound, refreshments and the children’s area. Start with the date, venue and artists, then work towards the practical setup on the day. This checklist helps you avoid late tasks such as printing the programme, chilling drinks, testing microphones and preparing the registration desk before families 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 date and location
2 people
Book artists
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Make reservations
Check visitor list
2 people
Share performer information
Print the program
Do the shopping
2 people
Collect materials
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Check rooms
2 people
Clear the stage
3 people
Set up sound equipment
3 people
Connect microphones
2 people
Perform sound check
3 people
Set up tables
3 people
Set up chairs and cushions
3 people
Set up the registration desk
2 people
Set up the catering buffet
3 people
Hang decorations
3 people
Set up kids' corner
2 people
Check toilets
Clear emergency routes
2 people
Welcome performers
2 people
Set up the artists' room
Brief volunteers
2 people
Open the doors
4 people
Welcome visitors
4 people
Hand out programs
2 people
Serve drinks
3 people
Serve snacks
3 people
Supervise kids' area
2 people
Announce the concert
Support the concert
3 people
Refill drinks
2 people
Refill snacks
2 people
Supervise the break program
2 people
Supervise the photo corner
Support the evening program
2 people
Serve the last round
2 people
Wave goodbye to visitors
3 people

Aftercare

Dismantle audio equipment
3 people
Dismantle furniture
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Remove decorations
2 people
Empty the coolers
2 people
Gather borrowed items
2 people
Return materials
2 people
Clear away leftover stock
2 people
Handle lost and found

What to bring

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

Furniture

Chairsqty 100
Children’s tablesqty 6
Adult tablesqty 6
Foldable tablesqty 2
Beanbagsqty 20
Coat racksqty 2

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Musical instrumentsqty 4
DI boxesqty 2
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Laptop for music
Music standsqty 4

Lighting

LED stage spotsqty 4
String lightsqty 3

Tableware

Reusable cupsqty 120
Reusable platesqty 120
Children's cutleryqty 60
Adult cutleryqty 60
Coffee cupsqty 30
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 4
Measuring cupsqty 2
Kitchen supplies

Decorations

Balloonsqty 100
Balloon pumpqty 2
Paper garlandsqty 8
Tableclothsqty 12
Photo backdrop
Tapeqty 4
Cable tiesqty 100
Name stickersqty 120

Cleaning

Waste binsqty 6
Dustpans and brushesqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Confirm the date and venue before sending invitations, then allow at least 7 days to process registrations and collect dietary requirements before ordering food.
Book the artists before finalising the programme. Share performer information with the team and print the programme no later than the day before the concert.
Schedule the sound check before doors open, with enough time to connect the mixer, active speakers, microphones, DI boxes and instruments. Test every microphone from the audience area, not only on stage.
Set up separate seating for adults and children, including chairs, children’s tables, cushions or beanbags. Keep the registration desk, coat racks and children’s corner clear of the main entrance route.
Prepare snacks and drinks before opening the venue. Chill drinks in coolers, fill thermos flasks, and place reusable cups, plates and children’s cutlery at the buffet so serving does not compete with registration.

Frequently asked questions

How far in advance should I organise a children's concert?: Book the venue and artists at least 6 to 8 weeks before the concert. Send invitations once the date, location and basic programme are confirmed, then keep the final week for registrations, dietary requirements and printing.
How long before a children's concert should the venue be opened?: Open the venue at least 2 hours before families arrive. Use the first hour for room checks, seating, tables, decorations and the kids’ corner, and reserve the final 45 to 60 minutes for sound setup and the performer sound check.
How many microphones do I need for a children's concert?: Plan one microphone for each performer who speaks or sings at the same time, plus one spare if possible. Test the wireless microphones, stands, cables, mixer and speakers together at least 30 minutes before opening.
When should I prepare food and drinks for a children's concert?: Prepare snacks on the day, close to serving time, and chill drinks at least 2 hours beforehand. Collect dietary requirements several days before shopping so suitable options are available rather than improvised at the buffet.

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.