Choir Concert Checklist and Planning Guide

A choir concert runs smoothly when the musical, technical and guest-facing details are arranged in the right order. Start by confirming the date and venue, then build the programme, manage invitations and check the repertoire and sheet music. In the final week, confirm access, reservations, catering and equipment. On the day, allow time for room setup, a soundcheck, choir warm-up, audience arrival and programme distribution.

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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 date and location
Put together the performance program
2 people
Check repertoire and sheet music
2 people
Send invitations
Process registrations
Collect dietary requirements
Confirm reservations
Lay out the program booklets
Print program booklets
Test the equipment
2 people
Do the shopping
2 people
Inform choir members

Event

Check the venue and access
2 people
Set up the hall
4 people
Set up the choir arrangement
3 people
Set up sound equipment
2 people
Set up lighting
2 people
Prepare sheet music
2 people
Welcome the choir
2 people
Run the sound check
3 people
Have the choir warm up
2 people
Set up catering
3 people
Set up the entrance and reception
2 people
Welcome visitors
3 people
Hand out program booklets
2 people
Serve coffee and tea
3 people
Announce the performance
Assist with the choir performance
3 people
Refill drinks
2 people
Serve break snacks
3 people
Guide visitors out
2 people
See the choir off
2 people

Aftercare

Dismantle equipment
3 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the hall and foyer
3 people
Check materials
2 people
Return borrowed materials
2 people
Store leftovers safely

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Choir chairsqty 30
Dressing room tablesqty 2
Registration desk

Tableware

Water glassesqty 100
Coffee cupsqty 60
Platesqty 100
Forksqty 100
Teaspoonsqty 60
Serving traysqty 6

Equipment

Microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Piano stool
Music standsqty 12
Extension cordsqty 6
Power stripsqty 4
DI box
Spare batteriesqty 12
Cable reelsqty 2
Gaffer tapeqty 2

Lighting

LED spotlightsqty 4
Atmosphere lightsqty 6

Decorations

Flower arrangementsqty 4
Tableclothsqty 8
Welcome sign
Direction signsqty 6
Program bookletsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Scissorsqty 2
Kitchen knivesqty 2
Cutting boardsqty 2
Serving tongsqty 4

Cleaning

Cleaning clothsqty 12
Bucketsqty 3
Mopsqty 3

Catering

Groceries

Tips

Confirm the venue’s access time at least 2 weeks before the concert. Check where the choir, audience, equipment and refreshments will go, and who can unlock the building.
Schedule the soundcheck at least 90 minutes before the audience arrives. Test every microphone, stand, speaker, cable, DI box and power connection, then keep spare batteries and gaffer tape nearby.
Prepare sheet music and music stands before the choir arrives. Put the music in performance order and leave one clearly marked spare copy for the conductor or accompanist.
Print programmes no later than 3 days before the concert. Count one for every expected visitor, plus around 10% extra, and place them at the entrance before doors open.
Collect dietary requirements at least 7 days in advance if refreshments are served. Set out separate tables for catering and reception, with water, cups, plates, cutlery and serving trays ready before the choir’s warm-up.

Frequently asked questions

How early should a choir arrive before a concert?: Plan for the choir to arrive 90 minutes before the audience. This gives you time for seating, sheet music, a soundcheck and a warm-up without rushing.
How long before a choir concert should invitations be sent?: Send invitations at least 3 to 4 weeks before the performance. Set the reply deadline about 7 days before the concert so you can confirm seating, catering and programme quantities.
How many programmes should I print for a choir concert?: Print one programme per expected visitor, plus 10% extra. For 100 expected guests, prepare about 110 copies so late arrivals and damaged copies are covered.
When should the sound equipment be tested for a choir concert?: Complete a full equipment test on the day of the concert, at least 90 minutes before doors open. Check microphones, speakers, the mixing desk, cables, power strips and lighting before the choir begins its soundcheck.

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