Children’s concert checklist

A children’s concert needs more than a performer and a room. You need a clear registration process, age-appropriate activities, accessible arrangements, reliable sound equipment and enough adults to keep the day moving. This checklist takes you from booking the room and artist through to preparing name badges, setting up the registration desk and checking materials. Start early with anything that depends on availability, then use the final week for confirmations, shopping and the run sheet.

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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

Reserve the room
Book the performer
Check music rights
Compile program
2 people
Set the budget
2 people
Design invitations
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Check accessibility
Send parking information
Confirm artist travel
Request technical requirements
Book catering
Choose children's activities
2 people
Develop the run sheet
Create a contact list
Assign volunteers
Prepare name badges
Lay out wristbands
Purchase decorations
Do the shopping
2 people
Chill drinks
2 people
Check materials
2 people
Send the artist briefing
Open hall
2 people
Check emergency exits
2 people
Check the hall floor
2 people
Check the stage
2 people
Set up tables
3 people
Set up chairs
4 people
Set up children's areas
2 people
Set up the sound system
3 people
Connect microphones
2 people
Set up instruments
2 people
Perform sound check
3 people
Test lighting
2 people
Hang decorations
3 people
Set up registration desk
2 people
Set up the catering table
3 people
Chill drinks
2 people
Prepare snacks
3 people
Check toilets
Prepare first aid supplies

Event

Welcome the artist
2 people
Set up artist dressing room
Do the final sound check
3 people
Brief volunteers
2 people
Welcome visitors
4 people
Check off registrations
2 people
Hand out wristbands
2 people
Announce the program
Lead the children’s concert
3 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Check the Toilets in Between
Guide children
3 people
Check photo and video consent
Announce break
Guide the audience to the exit
3 people
See the artist off
2 people

Aftercare

Collect lost property
2 people
Clean up catering
3 people
Wash dishes
2 people
Collect waste
3 people
Remove decorations
3 people
Fold chairs
3 people
Fold up the tables
2 people
Take down the sound system
3 people
Pack instruments
2 people
Clean the room
3 people
Clean the restrooms
2 people
Count materials
2 people
Return borrowed items
2 people
Store leftover catering
2 people
Report lost and found items
Send thank-you message

What to bring

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

Furniture

Chairsqty 100
Children’s tablesqty 8
Buffet tablesqty 4
Registration desk
Changing room table
Folding chairsqty 6

Equipment

Active speakersqty 2
Mixing console
Wireless microphonesqty 3
Microphone standsqty 3
Speaker cablesqty 4
Microphone cablesqty 6
Power stripsqty 6
Extension cordsqty 6
DI boxesqty 2
Music standsqty 4
Stage monitor
Laptop for music
Spare batteriesqty 12

Decorations

Balloonsqty 100
Balloon arch
Buntingqty 6
Backdrop cloth
Stage curtain
Paper starsqty 20
Tableclothsqty 12
Directional signsqty 8

Lighting

LED spotlightsqty 4
Light standsqty 2
Battery lanternsqty 6

Tableware

Reusable cupsqty 120
Reusable platesqty 120
Children's cutlery setsqty 100
Serving bowlsqty 12
Serving spoonsqty 12

Kitchen

Coolersqty 4
Thermos flasksqty 3
Kettlesqty 2
Cutting boardsqty 3
Kitchen knivesqty 3

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 3
Rubber glovesqty 6

Safety

First aid kit
Barrier tapeqty 4
Cable matsqty 8
Flashlightsqty 4

Registration

Name badgesqty 120
Wristbandsqty 120
Clipboardsqty 3
Ballpoint pensqty 12
Program cardsqty 120

Catering

Groceries

Tips

Book the room and performer before opening registration, then confirm the artist’s travel and technical requirements at least two weeks before the concert. You need this information before finalising the programme or sound setup.
Ask for dietary requirements and accessibility needs during registration, not at the door. Close registrations several days before the event so catering numbers, name badges and wristbands can be prepared accurately.
Create one run sheet with timings for arrival, registration, activities, soundcheck, performance, breaks and departure. Share it with volunteers and keep a contact list at the registration desk so questions do not interrupt the performer.
Test the full audio chain before children arrive: active speakers, mixing console, microphones, stands, cables, power strips and extension cords. Pack spare batteries and check the laptop for music before the soundcheck begins.
Set up separate areas for registration, children’s tables, catering and changing facilities. Put up directional signs, prepare the decorations and check every activity material before opening the doors; these small items are often left until the last 30 minutes.

Frequently asked questions

How far in advance should I plan a children’s concert?: Start at least 8–12 weeks ahead. Reserve the room, book the performer and set the budget first, then allow time for invitations, registrations, catering and technical checks.
When should I send invitations for a children’s concert?: Send invitations around 4–6 weeks before the concert and keep registration open for about 2–3 weeks. Close it several days before the event so you can confirm numbers, dietary requirements, name badges and wristbands.
How many volunteers do I need for a children’s concert?: Plan for at least 1 volunteer per 10–15 children, plus one person responsible for the registration desk and one event lead. Add more adults if the venue has separate activity, changing or catering areas.
When should I check the sound equipment for a children’s concert?: Request the performer’s technical requirements at least 2 weeks in advance and test the complete setup during the final week. On the day, allow 60–90 minutes for setup and soundcheck before children 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.