Choir concert checklist and planning guide

A choir concert needs more than a rehearsal schedule and a printed programme. You need to coordinate the repertoire, conductor, soloists, venue, ticketing, volunteers, sound equipment, and refreshments in the right order. This checklist helps you move from the first booking to the final location visit without leaving technical checks or audience information until the last week. Use it to assign responsibilities, track deadlines, and prepare the choir and venue for a smooth concert day.

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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
Compile the concert program
3 people
Select repertoire and sheet music
3 people
Confirm the conductor and soloists
2 people
Make reservations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Set admission prices
2 people
Design the program booklet
2 people
Print the program booklets
2 people
Write presenter scripts
2 people
Check choir parts
4 people
Assess technical needs
2 people
Open ticket sales
2 people
Publish audience information
2 people
Hold rehearsal with the choir
5 people
Plan the technical rehearsal
2 people
Calculate catering quantities
2 people
Order groceries
2 people
Check ticket sales
2 people
Prepare name badges
2 people
Bundle the sheet music
3 people
Carry out a site visit
2 people
Pick up groceries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Confirm choir members' attendance
Check the weather forecast

Event

Open hall
2 people
Check the hall and restrooms
2 people
Set up chairs
5 people
Set up stage sections
4 people
Mark the choir setup
2 people
Set up music stands
3 people
Set up instruments
3 people
Set up microphones
3 people
Connect the sound system
2 people
Adjust the lighting setup
2 people
Test sound levels
3 people
Test lighting settings
2 people
Hold technical rehearsal
8 people
Set out drinks for the break
3 people
Serve snacks
3 people
Set up the entrance table
2 people
Display program leaflets
2 people
Set up the cloakroom
2 people
Warm up the choir
5 people
Open the doors
3 people
Welcome visitors
4 people
Check tickets
2 people
Hand out program brochures
2 people
Announce the concert
Guide the first concert segment
5 people
Refill drinks
2 people
Take care of the break
4 people
Collect tableware
2 people
Guide second concert part
5 people
Guide the audience to the exit
3 people
Take choir photo
2 people
Lead the informal follow-up conversation
3 people
Serve choir snacks
2 people

Aftercare

Switch off the equipment
2 people
Pack instruments
3 people
Collect sheet music
3 people
Dismantle the stage
4 people
Clear away chairs
5 people
Take down tables
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
4 people
Clean the restrooms
2 people
Clear the cloakroom
2 people
Pack leftover catering
2 people
Return materials
3 people
Return borrowed items
2 people
Register lost property
Send thank-you message
2 people
Share photos with the choir

What to bring

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

Furniture

Chairsqty 100
Foldable tablesqty 8
Stage sectionsqty 6
Clothes racksqty 2
High tablesqty 4

Tableware

Coffee cupsqty 60
Glassesqty 120
Platesqty 100
Pastry forksqty 100
Coffee spoonsqty 60
Serving traysqty 8
Water carafesqty 8

Equipment

Digital piano
Piano bench
Microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Monitor speaker
DI box
XLR cablesqty 6
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 12
Music standsqty 30
Conductor's lectern
Metronome
Batteriesqty 12

Lighting

LED spotlightsqty 6
Light standsqty 2
Atmosphere lightsqty 8

Decorations

Stage drapesqty 4
Flower arrangementsqty 4
Welcome sign
Directional signsqty 6
Name badgesqty 35
Tableclothsqty 8

Catering

Thermos flasksqty 8
Water coolersqty 4
Coolersqty 4
Serving tongsqty 8
Small bowlsqty 16
Coffee machinesqty 2
Kettlesqty 2
Menu Boardqty 2
Groceries

Kitchen

Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Measuring cupsqty 2
Washing-up tubsqty 3

Cleaning

Bucketsqty 4
Mopsqty 4
Broomqty 2
Dustpan and brushqty 2
Vacuum cleaner
Microfiber clothsqty 12
Cleaning glovesqty 4

Administration

Cash box
Cash box
Payment terminal
Clipboardsqty 4
Ballpoint pensqty 12
Admission ticketsqty 120
Wristbandsqty 120
Program cardsqty 120

Safety

First aid kit
Flashlightsqty 3
Fire extinguisherqty 2
Marking tapeqty 4

Tips

Fix the date and venue before confirming the conductor, soloists, or invitations. Visit the location in person and check seating, stage sections, changing space, power outlets, and where the audience will enter.
Complete the repertoire and programme early enough to bundle the sheet music and check every choir part. Allow at least one full rehearsal with the final running order, presenter texts, and soloists.
Plan the technical rehearsal separately from the choir rehearsal. Test the digital piano, microphones, DI box, mixer, speakers, monitor, XLR cables, lighting, and cable covers before doors open.
Open ticket sales only after admission prices, audience information, registration handling, and dietary-question wording are ready. Check sales regularly so you can adjust seating, printed booklets, and catering quantities before the concert.
Assign volunteers by task and time, not just by name. Cover audience entry, ticket checks, programme distribution, choir changing areas, refreshments, and pack-down, with a named replacement for each key role.

Frequently asked questions

How far in advance should I plan a choir concert?: Start planning at least 12 weeks before the concert. Confirm the venue, conductor, soloists, repertoire, ticket approach, and main volunteer roles during the first 2 to 3 weeks.
When should choir concert ticket sales open?: Open ticket sales around 6 to 8 weeks before the concert, once the date, venue, prices, programme outline, and audience information are confirmed. Review sales weekly and again 7 days before the event.
How long should a choir concert technical rehearsal take?: Allow 60 to 90 minutes for the technical rehearsal, depending on the number of microphones and performers. Test every input, monitor level, lighting position, power connection, and cable route before the choir arrives for the final run-through.
How much catering should I prepare for a choir concert?: Count performers, volunteers, soloists, and invited guests separately from the audience. For a short post-concert reception, plan about 2 to 3 small pieces of pastry per person and one cup of coffee or tea per person, plus a 10% reserve.

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