Children’s concert checklist and planning guide

A children’s concert needs more than an artist and a stage. You also need a clear registration process, safe room layout, child supervision, suitable sound levels and a plan for food, coats and changing needs. Start with the date, venue and technical setup, then work toward invitations and visitor information. During the final week, confirm staffing, print the visitor list, check exits and prepare equipment so the concert can start without last-minute decisions.

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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 time
Confirm the venue and room layout
2 people
Reserve artist and technical setup
Check permits and insurance
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the program and schedule
2 people
Send visitor information
Book catering
Coordinate technical requirements
2 people
Create floor plan for the hall
Assign volunteers
Assign first aid lead
Check emergency exits
2 people
Brief Child Supervisors
2 people
Make wristbands and name badges
2 people
Print the visitor list
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
3 people
Collect materials
3 people
Pick up venue keys
Open hall
2 people
Build stage sections
4 people
Set up chairs
4 people
Set up tables
2 people
Connect the sound system
3 people
Test microphones
2 people
Test Sound System
2 people
Check the lighting and power
2 people
Hang decorations
3 people
Set up the entrance and coat check
2 people
Set up the catering buffet
3 people
Set up kids' corner
2 people
Check toilets
Place first aid kit
Set up the registration table
2 people
Welcome the artist
2 people
Set up the artist dressing room
2 people
Run the sound check
3 people
Brief volunteers
2 people

Event

Open the doors
4 people
Welcome visitors
4 people
Check tickets and wristbands
2 people
Manage the cloakroom
2 people
Serve drinks and snacks
4 people
Refill drinks
2 people
Guide latecomers
2 people
Announce the concert
Support the concert
3 people
Supervise children's activities
3 people
Handling audience questions
Arrange farewell and thank-you
2 people
Close the distribution point
2 people
Guide visitors to the exit
3 people
Collect lost and found items

Aftercare

Dismantle equipment
3 people
Take down the stage and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Remove decorations
2 people
Check materials
2 people
Return supplier materials
2 people
Handle lost and found
Store leftover stock
2 people

What to bring

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

Furniture

Chairsqty 120
Children’s tablesqty 6
Buffet tablesqty 4
Registration desk
Coat racksqty 3
Changing room table
Stage sectionsqty 6
Children's benchesqty 8

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Music player
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Cable tiesqty 100
Laptop
Power splitterqty 2

Lighting

Stage lightsqty 4
Mood lightingqty 4
Light standsqty 2

Tableware

Reusable cupsqty 150
Children's cupsqty 60
Reusable platesqty 150
Cutlery setsqty 150
Coffee cupsqty 40
Serving spoonsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 4
Water jugsqty 6
Cutting boardsqty 3
Knivesqty 6
Pliersqty 6
Serving traysqty 8

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Stage backdrop
Arrows and signageqty 20
Name stickersqty 150

Cleaning

Waste binsqty 8
Cleaning bucketqty 2
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Safety

First aid kit
Flashlightsqty 3
Bollardsqty 8
Barrier tapeqty 2

Catering

Groceries

Tips

Confirm the room layout before sending invitations. Allow space for children’s tables and benches, a registration desk, coat racks, a changing area and clear routes to the exits.
Reserve the artist and technical setup early, then check every connection on site. Test the mixer, wireless microphones, speakers, DI boxes, stage lights and music player rather than relying on a written equipment list.
Close registrations before the final catering order. Use the registration data to collect dietary requirements, prepare name badges or wristbands and print the visitor list for check-in.
Brief child supervisors and the first-aid lead before doors open. Give them the floor plan, emergency-exit locations and a clear handover process so children are never left without an assigned adult.
Do the final weather check and shopping at least one day before the concert. Chill drinks, prepare catering and collect venue keys early enough to handle missing supplies, delayed access or a room that needs rearranging.

Frequently asked questions

How far in advance should I plan a children’s concert?: Start venue, artist and technical arrangements at least 8 to 12 weeks ahead. Send invitations only after the date, room layout and registration process are confirmed.
When should registrations close for a children’s concert?: Close registrations 5 to 7 days before the concert if possible. That gives you time to confirm dietary requirements, order catering, prepare badges and print the visitor list.
How many child supervisors do I need at a children’s concert?: Set the number according to your safeguarding rules and the children’s ages, but assign named supervisors before the event rather than filling gaps on the day. Brief them at least 30 minutes before doors open.
When should I test the sound equipment for a children’s concert?: Complete a full sound and lighting check during setup, ideally 2 to 3 hours before the audience arrives. Test microphones, speakers, cables, power strips and cable mats in their final positions.

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.