Choir Concert Checklist

A choir concert runs smoothly when the musical work and practical details move forward together. Start by fixing the concert date, booking the venue and rehearsal space, and confirming the conductor and musicians. In the final weeks, publish the program, manage registrations, assign volunteers, and check music parts and equipment. On the day, allow time to arrange chairs, stands, microphones, sheet music, costumes, refreshments, and printed programs before the venue opens.

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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

Set the concert date
2 people
Reserve venue
Reserve rehearsal space
Check permits
Compile program
2 people
Confirm Conductor
Confirm musicians
Plan rehearsals
2 people
Send invitations
2 people
Publish concert online
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Determine catering quantities
2 people
Design print materials
Print programs
2 people
Prepare admission fees
Check the music parts
2 people
Test the equipment
2 people
Check the shopping list
Do the shopping
2 people
Sort programs
2 people
Send choir reminder
Lay out costumes and sheet music
2 people

Event

Open venue
2 people
Check rooms
2 people
Set up chairs
4 people
Set up tables for reception
2 people
Set up choir arrangement
4 people
Set up music stands
2 people
Set up microphones
2 people
Connect the sound system
2 people
Set up the lighting
2 people
Have the choir warm up
3 people
Perform sound check
3 people
Prepare coffee and tea
2 people
Set up the break buffet
2 people
Set up the registration desk
2 people
Welcome visitors
3 people
Hand out programs
2 people
Support the concert
3 people
Refill drinks
2 people
Serve the break buffet
3 people
Guide second concert part
3 people
See visitors out
2 people
Collect lost and found items

Aftercare

Switch off equipment
2 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Dismantle technical equipment
2 people
Lock up the venue
2 people
Return materials
2 people
Return rented equipment
2 people
Process expenses and entrance fees
Send thank-you messages

What to bring

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

Furniture

Chairsqty 100
Tablesqty 6
Choir chairsqty 50
Clothes racksqty 2

Tableware

Coffee cupsqty 100
Water glassesqty 100
Cake platesqty 100
Teaspoonsqty 100
Serving spoonsqty 8
Water jugsqty 8

Equipment

Microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Music standsqty 25
Extension cordsqty 6
Power stripsqty 4
Piano stool

Lighting

Standing lampsqty 4
LED lightsqty 8

Decorations

Flower arrangementsqty 4
Tableclothsqty 6
Program stand
Directional signsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Cutting boardsqty 2
Kitchen knivesqty 2
Serving traysqty 6

Catering

Programsqty 120
Name stickersqty 30
Gate cash box
Groceries

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Other

Music foldersqty 60
Pencilsqty 30
Notepadsqty 10
Pensqty 20
Tapeqty 4
Scissorsqty 3
Cable tiesqty 2
Flashlightsqty 3

Tips

Book both the concert venue and rehearsal space early, then check permits and access arrangements at least four weeks before the performance. Confirm who can unlock the venue and when setup can begin.
Build the program before printing anything. Check every music part, prepare enough programs for registered guests plus a small reserve, and keep the final version with the conductor and choir team.
Test microphones, stands, mixer, speakers, music stands, extension cords, and power strips during a rehearsal rather than waiting for concert day. Keep standing lamps or LED lights available for poorly lit music areas.
Ask for dietary requirements when processing registrations, then calculate catering quantities from the confirmed guest count. Set out cups, glasses, plates, teaspoons, serving spoons, water jugs, and thermos flasks before refreshments are needed.
Assign volunteers specific jobs and arrival times, including admission, directions, refreshments, music and costume support, and venue opening. On the final setup, lay out sheet music and costumes, sort programs, place directional signs, and check the shopping list before opening the doors.

Frequently asked questions

How far in advance should I plan a choir concert?: Set the date and reserve the venue and rehearsal space at least 3 to 6 months ahead. Confirm the conductor, musicians, and rehearsal schedule early, then handle registrations, printing, catering, and equipment checks in the final 4 weeks.
How many rehearsals does a choir need before a concert?: Plan at least 4 to 8 focused rehearsals for a regular concert program, with extra sessions for unfamiliar or demanding music. Schedule the final rehearsal with the microphones, music stands, and other equipment you will use on stage.
How many programs should I print for a choir concert?: Print one program per expected guest, plus about 10% extra. If 120 people have registered, prepare approximately 132 programs so late arrivals and damaged copies are covered.
When should volunteers arrive on the concert day?: Have setup volunteers arrive 2 to 3 hours before the audience is admitted. This allows time to arrange chairs, tables, choir chairs, equipment, refreshments, costumes, sheet music, programs, and signs, with a final sound and room check before opening.

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.