Choir concert checklist: plan every detail in the right order

A choir concert involves more than booking a venue and scheduling rehearsals. You also need time for copyright, programme content, soloists, technical checks, audience registration and printed materials. Start with the date, venue and rehearsal space, then build the choir and concert programme around those fixed details. This checklist helps you keep registrations, promotion, equipment and front-of-house arrangements moving without leaving essential decisions until concert week.

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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
2 people
Reserve rehearsal space
Check permits
Register copyright
Compile program
3 people
Collect songs and arrangements
2 people
Confirm Conductor
Confirm volunteers
2 people
Confirm soloists
2 people
Record technical requirements
2 people
Plan rehearsals
2 people
Send parties to choir members
Register choir members
2 people
Process registrations
2 people
Collect dietary requirements
Send invitations
2 people
Open audience registration
Set up ticket sales
2 people
Lay Out Programme Flyer
Create promotional poster
Distribute posters
3 people
Post online promotion
2 people
Maintain attendee list
Print program booklets
2 people
Assign volunteers
2 people
Check accessibility
Order catering
2 people
Do the shopping
2 people
Test equipment
2 people
Create seating plan
2 people
Check emergency exits
2 people
Arrange key handover

Event

Open venue
2 people
Set up changing rooms
2 people
Clear the stage area
3 people
Set up chairs
4 people
Set up tables
3 people
Set up music stands
3 people
Set up the piano or keyboard
3 people
Set up microphones
2 people
Connect the sound system
2 people
Set up lighting
2 people
Hang decorations
3 people
Set up the reception table
2 people
Lay out program booklets
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Welcome Choir Members
2 people
Warm up the choir
2 people
Welcome the audience
4 people
Check tickets
2 people
Staff the cloakroom
2 people
Distribute program
2 people
Guide audience to their seats
3 people
Announce the concert
Manage lighting during the concert
Operate sound during the concert
Serve break drinks
4 people
Refill drinks
2 people
Refill snacks
2 people
Announce break
Guide the audience back to the hall
2 people
Thank the performers
2 people
Let the audience out
3 people

Aftercare

Close the register
2 people
Clear the cloakroom
2 people
Wash dishes
3 people
Clean the kitchen
2 people
Collect waste
3 people
Clean the room
4 people
Clear away chairs and tables
4 people
Switch off equipment
2 people
Disconnect sound equipment
2 people
Remove decorations
3 people
Inventory materials
2 people
Return borrowed items
2 people
Lock up the venue
2 people
Return keys
Collect lost and found items

What to bring

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

Furniture

Chairsqty 130
Tablesqty 8
Dressing room racksqty 4
Clothes hangersqty 150
Stage sectionsqty 6
Music standsqty 45
Conductor's lectern
Reception desk

Tableware

Water glassesqty 150
Wine glassesqty 120
Coffee cupsqty 100
Tea glassesqty 100
Pastry platesqty 130
Coffee spoonsqty 130
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Digital piano
Piano bench
Vocal microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Speaker standsqty 2
DI box
Audio cablesqty 8
XLR cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Music foldersqty 45
Batteriesqty 20

Lighting

LED floodlightsqty 4
LED string lightsqty 4
Emergency lightsqty 2

Decorations

Tableclothsqty 8
Stage drapesqty 4
Flower arrangementsqty 6
Menu card holdersqty 6
Directional signsqty 8

Kitchen

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

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Vacuum cleaner
Cleaning glovesqty 6
Waste binsqty 6

Catering

Groceries

Tips

Book the concert venue and rehearsal space before announcing the date. Confirm access times, seating capacity, stage sections, dressing-room space and whether you need permission for music, catering or public performance.
Set a firm deadline for choir registrations, dietary requirements and volunteer availability. Close registrations early enough to assign parts, prepare music folders and arrange rehearsal groups before the first full rehearsal.
Confirm the conductor, soloists and technical requirements before finalising the programme. Check whether the venue can accommodate a digital piano, microphones, mixer, speakers, music stands and enough power points.
Open audience registration and ticket sales only after the programme, venue details and start time are fixed. Keep one attendee list and schedule a final update at least 48 hours before the concert.
Treat concert week as a production period, not a planning period. Print programme booklets, test audio cables and microphones, label music folders, prepare the reception desk and confirm volunteer arrival times before the day itself.

Frequently asked questions

How far in advance should I start planning a choir concert?: Start at least 12 to 16 weeks before the concert. Set the date, reserve the venue and rehearsal space first, then allow several weeks for choir registration, programme planning, rehearsals, ticket sales and promotion.
When should choir concert tickets go on sale?: Open ticket sales once the venue, programme and concert time are confirmed, usually 6 to 8 weeks before the performance. Keep sales open until a stated closing time and update the attendee list at least 48 hours before the event.
How many rehearsals are needed for a choir concert?: Plan at least 6 to 8 rehearsals for a concert with several songs, plus a technical or dress rehearsal before the performance. Schedule the final rehearsal close enough to the concert to identify issues with soloists, accompaniment and staging.
When should I print the choir concert programme?: Finalise the programme and print the booklets 7 to 10 days before the concert. This leaves time to correct names, song order and acknowledgements without risking a last-minute print run.

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