Choir Concert Checklist

A choir concert involves more than choosing songs and stepping on stage. You need to lock in the repertoire, venue, rehearsals, registrations, copyright checks, technical setup, seating, printed programs, and refreshments in the right order. This checklist helps you move from the first planning decisions to the final materials check without leaving practical details until concert day. It also covers the jobs that are easy to overlook, such as dietary requirements, payment methods, music-score collection, and backstage clothing storage.

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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

Finalize the repertoire
2 people
Reserve venue
Set rehearsal dates
2 people
Check copyright
Design invitations
Send invitations
2 people
Open online registrations
Distribute publicity
2 people
Process registrations
Collect dietary requirements
Book catering
Compile program
2 people
Have the program printed
Assign volunteers
Create the seating plan
2 people
Set admission prices
2 people
Set out payment methods
Coordinate technical setup
2 people
Announce the performance
Collect music scores
2 people
Conduct choir rehearsal
40 people
Conduct choir rehearsal
40 people
Do the shopping
2 people
Sort programs
2 people
Check materials
2 people
Chill drinks
2 people

Event

Open venue
2 people
Clean the room
3 people
Set up chairs
4 people
Set up tables
2 people
Set up stage area
3 people
Set up music stands
3 people
Connect sound equipment
2 people
Set up lighting
2 people
Hang decorations
2 people
Lay out the programs
2 people
Place information signs
2 people
Set up coffee station
2 people
Prepare catering
3 people
Perform sound check
3 people
Welcome the choir
2 people
Set up the changing area
2 people
Warm up the choir
40 people
Staff the entrance desk
3 people
Welcome visitors
4 people
Hand out programs
2 people
Seat visitors
3 people
Announce the concert
Perform the choir concert
40 people
Serve break drinks
4 people
Refill drinks
2 people
Collect tableware
2 people
Give a farewell speech
See visitors out
3 people
Accompany choir members
2 people
Turn off the sound equipment
2 people

Aftercare

Wash dishes
3 people
Collect waste
2 people
Clear the hall
5 people
Clean the venue
3 people
Pack up materials
3 people
Dismantle equipment
2 people
Check stock
Collect lost and found items
Lock up the venue
2 people
Return materials
2 people
Archive photos and documents
Send thank-you message

What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Dressing room racksqty 4
Clothes hangersqty 80
Stoolsqty 6

Equipment

Microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Audio cablesqty 8
Power stripsqty 6
Extension cordsqty 6
Music standsqty 40
Music stand lampsqty 10
Piano stool

Lighting

Stage lightsqty 4
Mood lightingqty 4
Batteriesqty 24

Tableware

Coffee cupsqty 120
Water glassesqty 120
Teaspoonsqty 120
Serving traysqty 8
Coffee potsqty 4

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Coolersqty 4
Ice spoonsqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 6

Decorations

Tableclothsqty 8
Stage drapesqty 2
Flower arrangementsqty 6
Menu Card Holdersqty 8
Cable coversqty 6
Directional signsqty 12
Door stickersqty 8
Presentation folderqty 2
Tapeqty 6
Scissorsqty 4
Cable tiesqty 100
Ropeqty 2
Emergency exit signsqty 4

Catering

Groceries
Cash register
Cash box
Payment terminal
Name stickersqty 120
Clipboardsqty 4
Ballpoint pensqty 12

Cleaning

Broomsqty 2
Dustpansqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8

Paperwork

Programsqty 140
Admission ticketsqty 120
Venue floor plansqty 10
Donation formsqty 120
Menusqty 8

Safety

Flashlightsqty 4
Safety vestsqty 6
Cable matsqty 8
First aid kit

Tips

Reserve the venue before publishing invitations, then confirm when the choir can access the room for technical setup, seating, and rehearsal. A short access window can make microphone, mixer, speaker, and lighting checks rushed.
Set rehearsal dates as soon as the repertoire is final, and schedule at least one rehearsal in the performance space if possible. Use it to test music stands, stand lamps, microphones, and the piano stool rather than discovering problems on concert day.
Open registrations only after the admission price, payment methods, program details, and venue information are confirmed. Process registrations in batches and collect dietary requirements early enough for the caterer to adjust quantities.
Assign volunteers with clear start times for admissions, seating, refreshments, backstage support, and sorting programs. Put the seating plan and volunteer assignments in one shared document so last-minute questions do not reach the choir during warm-up.
Check technical and hospitality supplies at least one week before the concert, then repeat the check on the day. Count cables, power strips, extension cords, batteries, cups, glasses, trays, thermos flasks, water jugs, and serving utensils instead of assuming the venue has them.

Frequently asked questions

How far in advance should I plan a choir concert?: Start planning at least 8 to 12 weeks before the performance. Finalize the repertoire and reserve the venue first, then set rehearsal dates, check copyright, open registrations, and arrange catering.
When should choir concert invitations be sent?: Send invitations 4 to 6 weeks before the concert, after the venue, program details, admission price, and registration method are confirmed. Close or review registrations several days before the event so seating and catering numbers are usable.
How many rehearsals are needed for a choir concert?: Set rehearsal dates as soon as the repertoire is finalized and allow at least 3 to 6 planned rehearsals, depending on the difficulty of the music. Include one venue rehearsal when possible so the choir can test entrances, acoustics, microphones, and stage lighting.
When should the concert program be printed?: Compile and proofread the program about 1 to 2 weeks before the concert, then have it printed several days in advance. Sort the copies before doors open, with a small reserve for unexpected guests.

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