Choir concert checklist and planning guide

A choir concert depends on more than rehearsing the repertoire. You need the venue and piano confirmed, registrations processed, sheet music ready, volunteers briefed, and the room arranged for both performers and guests. This checklist covers the work from setting the concert date through opening the venue, testing microphones, preparing programs, and serving refreshments. Use it to assign responsibility early and prevent small details—such as cable mats, dietary requirements, or emergency-exit checks—from being left until the last hour.

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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

Reserve venue and piano
Confirm the concert date
Set program and repertoire
3 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Coordinate technical setup
2 people
Check sheet music
3 people
Design programs
Have programs printed
Place catering order
2 people
Check the shopping list
2 people
Do the shopping
2 people
Prepare sheet music
2 people
Distribute volunteer instructions

Event

Open venue
2 people
Check emergency exits
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the stage area
3 people
Set up music stands
3 people
Connect sound equipment
2 people
Test microphones
2 people
Set up lighting
2 people
Lay out the programs
2 people
Set up the reception table
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Arrange snacks on platters
2 people
Warm up the choir
25 people
Staff the ticket check
3 people
Staff the cloakroom
2 people
Welcome visitors
4 people
Hand out programs
2 people
Check the audience hall
2 people
Open the concert
Support the concert
3 people
Refill drinks
2 people
Serve break catering
4 people
Guide visitors
2 people
Give farewell and thank-you speech
Evacuate the auditorium
3 people

Aftercare

Collect tableware
3 people
Chill and label leftovers
2 people
Turn off the sound equipment
2 people
Pack away microphones and cables
2 people
Clear away chairs and tables
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the floor and foyer
3 people
Lock up the venue
2 people
Return borrowed materials
2 people
Clear away leftover groceries
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Coat racksqty 2
Stoolsqty 4
Lectern

Music

Music standsqty 30
Sheet music foldersqty 30

Equipment

Active speakersqty 2
Mixer
Singing microphonesqty 4
Microphone standsqty 4
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 6

Lighting

LED work lightsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Pastry platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Serving plattersqty 8
Serving spoonsqty 6

Decorations

Tableclothsqty 8
Welcome sign
Wayfinding signsqty 6

Office

Programsqty 130
Registration listqty 3
Pensqty 12
Clipboardsqty 4
Name stickersqty 40

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning clothsqty 12
Waste binsqty 6

Catering

Groceries

Tips

Confirm the venue, piano, and concert date before sending invitations. Keep the final program and repertoire stable early enough for sheet music, printed programs, and volunteer instructions to be prepared.
Set a registration deadline several days before the concert so you can count chairs, programs, coffee cups, glasses, and pastry plates rather than estimating on the day.
Assign volunteers by task, not just by shift. Name separate people for welcoming guests, directing seating, handling refreshments, supporting performers, and checking the room after setup.
Schedule the technical setup before guests arrive. Allow at least 60 minutes to connect the mixer, active speakers, microphones, stands, cables, extension cords, and power strips, then test every microphone.
Open the venue with a short written walkthrough: check emergency exits, place wayfinding signs, arrange chairs and music stands, set up lighting, and confirm that sheet music folders and programs are in position.

Frequently asked questions

How far in advance should I start planning a choir concert?: Start at least 8 to 12 weeks before the concert. Confirm the venue, piano, date, repertoire, volunteer roles, invitations, and registration process first; leave the final 1 to 2 weeks for printing, catering, and technical checks.
How long before a choir concert should the venue be opened?: Open the venue at least 2 hours before the audience arrives. Use the first hour for chairs, tables, the stage area, music stands, signs, and refreshments, then reserve at least 60 minutes for sound and microphone testing.
When should choir concert programs be printed?: Print the programs 3 to 5 days before the concert, after the repertoire, performer names, acknowledgements, and running order are final. Order a small surplus so late registrations or damaged copies do not leave guests without one.
How many volunteers are needed for a choir concert?: Plan for at least 1 volunteer per 25 to 30 guests, with a minimum of 3 people for a small concert. Assign separate coverage for welcoming and wayfinding, refreshments, performer support, and the final room check.

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.