Choir concert checklist and planning guide

A choir concert runs smoothly when performer, venue, audience, and technical details are planned in the right order. Start by reserving the venue and confirming choirs, soloists, and piano accompaniment before opening registrations. Then build the rehearsal schedule, program, stage plan, and audience information around the confirmed lineup. This checklist also covers details that are often left too late, such as dietary requirements, payment arrangements, printed programs, volunteer shifts, microphones, music stands, and backstage seating.

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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

Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Reserve venue
Arrange piano accompaniment
Compile program
3 people
Confirm choirs and soloists
2 people
Create rehearsal schedule
2 people
Collect sheet music
2 people
Write presentation texts
Design concert poster
Distribute concert posters
2 people
Schedule volunteers
2 people
Set admission prices
2 people
Prepare the payment method
Create the lineup
2 people
Work out the stage layout
2 people
Record technical requirements
2 people
Publish audience information
Check the shopping list
2 people
Do the shopping
2 people
Print program booklets
2 people
Prepare name badges
Close registrations
Print the visitor list
Sort refreshments
2 people
Chill drinks
2 people
Prepare sheet music
2 people
Brief volunteers
2 people

Event

Open venue
2 people
Check the Venue
2 people
Set up chairs
4 people
Set up tables
3 people
Set up choir arrangement
4 people
Set up piano and equipment
3 people
Connect microphones
2 people
Perform sound check
3 people
Set up lighting
2 people
Hang decorations
3 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Lay out program booklets
2 people
Set up the registration desk
2 people
Check toilets
Welcome the choir
3 people
Welcome the audience
4 people
Explain the program
Carry out entry and ticket checks
3 people
Provide concert support
3 people
Refill drinks
2 people
Serve break drinks
4 people
Serve snacks
3 people
Guide the audience back to the hall
2 people
Resume the program
Handle farewell and thank-you speech
See the choir and soloists off
2 people
Collect lost and found items
Guide the audience to the exit
2 people

Aftercare

Collect tableware
3 people
Collect waste
3 people
Switch off equipment
2 people
Pack away microphones and cables
2 people
Clear away chairs and tables
4 people
Remove decorations
2 people
Wash dishes
3 people
Clean the room
4 people
Clean the restrooms
2 people
Chill leftover catering
2 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed items
2 people
Clean up leftovers
2 people
Archive photo and program materials

What to bring

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

Furniture

Chairsqty 180
Tablesqty 8
Choir chairsqty 40
Music standsqty 25
Dressing room tablesqty 3
Changing room chairsqty 20
Coat racksqty 4

Tableware

Water glassesqty 180
Coffee cupsqty 100
Tea glassesqty 100
Platesqty 180
Cake platesqty 180
Forksqty 180
Teaspoonsqty 100
Serving tongsqty 6

Equipment

Digital piano
Piano bench
Singing microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Batteriesqty 12
Piano stool

Lighting

Standing lampsqty 4
LED spotlightsqty 4
String lightsqty 3

Decorations

Stage drapesqty 4
Flower arrangementsqty 4
Tableclothsqty 8
Welcome sign
Sticky tackqty 4
Arrow stickersqty 30

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving traysqty 6
Scissorsqty 4
Waste binsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Reserve the venue and confirm piano accompaniment before announcing the concert. These decisions affect the rehearsal schedule, stage layout, technical requirements, and the information sent to the audience.
Close registrations early enough to process names and dietary requirements before the event day. Leave at least 3–5 days for final numbers, seating arrangements, name badges, and catering quantities.
Build the program and lineup only after all choirs and soloists have confirmed. Allow time to collect sheet music, write presentation texts, and check that the running order fits the available concert time.
Record technical requirements during rehearsal planning, not during setup. Check microphones, stands, mixer, speakers, audio cables, extension cords, power strips, batteries, and piano seating before the first audience member arrives.
Plan the room for both performance and arrival. Count choir chairs, music stands, dressing-room tables and chairs, audience chairs, coat racks, lighting, and stage drapes, then print program booklets and prepare payment materials before doors open.

Frequently asked questions

How far in advance should I plan a choir concert?: Start planning at least 8–12 weeks before the concert. Reserve the venue and confirm choirs, soloists, and piano accompaniment first; open registrations once those details are reliable.
When should choir concert registrations close?: Close registrations 3–5 days before the concert if you need final numbers, dietary requirements, name badges, or catering supplies. Set an earlier deadline if printed programs or seating plans depend on the registration list.
How many microphones are needed for a choir concert?: The number depends on the choir size, room, and whether soloists need separate microphones. Record the requirements during a rehearsal or sound check and confirm the mixer, speakers, stands, cables, power, and spare batteries at least 1 day before the concert.
What should be ready on the day of a choir concert?: Before doors open, the stage layout, choir chairs, music stands, piano and bench or stool, microphones, lighting, dressing rooms, payment method, programs, name badges, and volunteer schedule should all be checked. Aim to finish the technical setup at least 2 hours before the audience arrives.

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.