Choir concert checklist: what to arrange and when

A choir concert involves more than confirming the date and booking a venue. You need rehearsal space, a final programme, choir and conductor confirmations, ticketing, volunteers, printed flyers, technical checks and refreshments. Start with the schedule and venue, then secure the performers and open registration before ordering printed materials. In the final week, check sheet music, stands, microphones, cables, drinks and serving items so small omissions do not delay the concert.

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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 the concert date
Reserve venue
Reserve rehearsal space
Compile program
2 people
Confirm performing choirs
Inform conductors
Draft invitations
Send invitations
Publish concert online
Open ticket sales
Process registrations
Collect dietary requirements
Recruit volunteers
Assign hostesses
Design the program flyer
Order program flyers
Distribute rehearsal schedule
Gather technical requirements
Check sheet music
2 people
Count music stands
Inventory refreshments stock
Check the shopping list
Do the shopping
2 people
Collect program flyers
Chill drinks
2 people
Prepare snacks
3 people
Work out the stage layout
2 people
Test the equipment
2 people
Print contact list
Pick up venue keys
Open hall
2 people
Clear the stage
3 people
Set up chairs
4 people
Set up tables
2 people
Set up music stands
3 people
Set up stage lighting
2 people
Hang up decorations
2 people
Set up the cloakroom
2 people
Set up the registration desk
2 people
Set up the catering table
3 people
Connect the sound system
2 people
Test microphones
2 people

Event

Welcome choirs
3 people
Assign changing rooms
Warm up the choir
2 people
Coordinate the program and microphones
2 people
Check public area
2 people
Staff the entrance
2 people
Welcome the audience
3 people
Hand out program brochures
2 people
Manage the cloakroom
2 people
Announce the concert
Guide the first concert segment
3 people
Serve break drinks
4 people
Serve break snacks
4 people
Refill drinks
2 people
Guide second concert part
3 people
Guide the final applause
Thank the choir
2 people
Guide the audience to the exit
3 people
Manage coat check
2 people
See off the choirs
2 people

Aftercare

Distribute leftovers
2 people
Switch off equipment
2 people
Take down the sound system
2 people
Remove decorations
2 people
Clear away chairs
4 people
Take down tables
2 people
Wash dishes
3 people
Collect waste
2 people
Clean the kitchen
2 people
Clean the room
3 people
Check sanitary facilities
Collect lost and found items
Pack supplies
2 people
Return materials
2 people
Return venue keys
Store unused groceries
Remove residual waste

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 8
Changing room chairsqty 20
Clothes racksqty 2
Wardrobe tablesqty 2
Stoolsqty 6

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 80
Cake platesqty 120
Pastry forksqty 120
Coffee spoonsqty 120
Serving traysqty 8
Carafesqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Microphone cablesqty 6
Music standsqty 50
Music stand lightsqty 20
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
AA batteriesqty 24
AAA batteriesqty 24
Laptop
HDMI cableqty 2
USB stickqty 2
Tuning device

Lighting

LED spotlightsqty 4
Atmosphere lightsqty 6
Cable reelsqty 2

Decorations

Stage drapesqty 2
Flower arrangementsqty 4
Tableclothsqty 8
Menusqty 8
Directional signsqty 10
Clothes hangersqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Measuring cupsqty 2
Washing-up basinsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 2
Mop headsqty 2
Bucketsqty 3
Microfiber clothsqty 12
Toilet brushesqty 2
Glovesqty 12

Catering

Groceries

Tips

Reserve both the concert venue and rehearsal space early, then confirm access times, changing-room seating, clothes racks and tables for the wardrobe. Ask when you can enter for setup and when the building must be cleared.
Set a firm deadline for the programme and choir confirmations before designing the flyer. Allow time to order and collect the printed flyers, and publish the online concert information before ticket sales open.
Give conductors and choirs a rehearsal schedule with arrival times, programme order and technical requirements. Count music stands and check that stand lights, microphones, cables and extension cords match the room layout.
Assign volunteers to specific jobs rather than recruiting a general team. For a concert with two entrance points, plan at least one person for tickets and one for greeting or ushering at each point, plus cover for breaks.
Check refreshments against the expected audience at least 3 days before the concert. Chill drinks on the day, and count coffee cups, water and wine glasses, cake plates, forks, spoons, trays and carafes before doors open.

Frequently asked questions

How far in advance should I plan a choir concert?: Set the date and reserve the venue at least 3 to 6 months ahead. Confirm choirs, conductors and rehearsal space before opening ticket sales, ideally no later than 6 weeks before the concert.
When should choir concert ticket sales open?: Open sales once the date, venue, programme outline and basic ticket information are confirmed. A practical target is 4 to 8 weeks before the concert, leaving enough time to process registrations and collect dietary requirements.
What technical equipment does a choir concert need?: Check speakers, a mixer, wireless microphones, microphone stands, cables, music stands and stand lights before the final rehearsal. Test every connection at least 1 week before the concert and keep spare AA and AAA batteries available.
When should I print choir concert programmes and flyers?: Finalise the programme before ordering printed materials, preferably 2 to 3 weeks before the concert. Collect the flyers several days before the event so distribution and any corrections can be handled in time.

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.