Church concert checklist: what to arrange and when

A church concert needs more than a confirmed performer and a program. You also have to secure the church, check repertoire rights and permits, plan sound and lighting, and prepare the visitor experience. Work through the arrangements in order so technical requirements are known before equipment is booked and registrations open only after the key details are fixed. This checklist also covers practical details people often leave too late, including heating, accessibility, emergency exits, printed programs and volunteer roles.

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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
Reserve the church space
Book performers
2 people
Compile program
2 people
Check the repertoire and rights
Check permits
Make a reservation for a piano
Request technical requirements
Develop the sound plan
2 people
Draw up visitor house rules
Check accessibility
2 people
Check emergency exits
2 people
Design invitations
Send invitations
2 people
Open online registration form
Process registrations
Collect dietary requirements
Recruit volunteers
Assign the host and reception team
2 people
Have program brochures printed
Send artist information
Book catering
Make a shopping list
2 people
Check the church heating
Check the lighting
2 people
Reserve equipment and cables
Do the shopping
2 people
Sort program leaflets
2 people
Prepare artist reception
2 people
Chill drinks
2 people
Ventilate the church hall
2 people
Set up chairs
4 people
Keep wheelchair spaces clear
2 people
Set up tables for reception
2 people
Set up registration desk
2 people
Lay out program brochures
2 people
Hang up decorations
2 people
Set up coffee station
2 people
Set out dishes and glasses
2 people
Mark the stage floor
2 people
Set up instruments
3 people
Set up microphones
2 people
Connect the sound system
2 people
Set up lighting
2 people
Run the sound check
4 people

Event

Welcome performers
2 people
Prepare the artists' room
2 people
Brief reception team
2 people
Welcome visitors
4 people
Hand out program brochures
2 people
Take coats
2 people
Serve coffee and tea
3 people
Close the doors at the start
2 people
Announce the concert
Manage lighting during the concert
Monitor sound levels during the concert
Refill drinks
2 people
Serve break drinks
4 people
Guide visitors to their seats
2 people
Artist support
Give the closing speech
See visitors out
3 people
Return coats
2 people
Collect lost and found items

Aftercare

Pack instruments safely
3 people
Dismantle the sound system
2 people
Turn off lights
Collect tableware
3 people
Wash dishes
3 people
Dismantle the coffee station
2 people
Put the chairs back
4 people
Put the tables back
2 people
Collect waste
3 people
Clean the church hall
3 people
Clean the restrooms
2 people
Remove decorations
2 people
Return borrowed materials
2 people
Pay performers
Handle lost property
Send thank-you message

What to bring

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

Furniture

Chairsqty 90
Foldable tablesqty 6
Clothes racksqty 2
High tablesqty 4
Tableclothsqty 6
Music standsqty 12

Equipment

Digital piano
Keyboard stand
Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
DI boxesqty 2
Monitor speaker
XLR cablesqty 8
Instrument cablesqty 6
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 10
Gaffer tapeqty 4
Music stand lightsqty 6
Spare batteriesqty 12

Lighting

LED spotlightsqty 6
Extension cords for lightingqty 4
Flashlightsqty 4

Tableware

Coffee cupsqty 90
Glassesqty 120
Cake platesqty 90
Teaspoonsqty 90
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 6
Bread tongsqty 4
Scissorsqty 4
Cutting boardsqty 3
Knivesqty 6

Decorations

Flower arrangementsqty 6
Candlesqty 24
Glass candle lanternsqty 12
Table numbersqty 6
Welcome sign
Directional signsqty 6

Cleaning

Waste binsqty 6
Mopsqty 3
Bucketsqty 3
Vacuum cleaner
Cleaning clothsqty 12

Catering

Groceries

Tips

Confirm the church date and space before booking performers or opening registration. Ask about access times, heating, lighting, seating limits and any restrictions on amplified sound.
Request each performer’s technical requirements as soon as they are booked. Use them to build the sound plan, including microphones, stands, speakers, mixer, DI boxes, monitors, cables and safe cable runs.
Check repertoire permissions and required permits before invitations go out. Allow at least two weeks to resolve missing rights or paperwork rather than discovering a problem during the final rehearsal.
Open registration only when the program, start time, access information and house rules are settled. Review registrations weekly and collect dietary requirements before confirming catering quantities.
Set a final production deadline 7 days before the concert. By then, assign the host and reception team, confirm volunteers, print program brochures, send artist information and check every emergency exit.

Frequently asked questions

How far in advance should I organize a church concert?: Start at least 8 to 12 weeks ahead. Book the church and performers first, then allow time for permits, repertoire rights, technical planning, invitations and registrations.
When should I book sound equipment for a church concert?: Book or reserve the equipment 3 to 4 weeks before the concert, after collecting the performers’ technical requirements. Leave the final week for a sound check and replacements such as spare batteries or cables.
How many volunteers are needed for a church concert?: Plan at least 1 host, 2 reception volunteers and 1 additional person for room or technical support for a small concert. Add one reception volunteer for every 50 expected visitors if registration and seating are handled at the door.
When should church concert invitations be sent?: Send invitations 4 to 6 weeks before the concert, with the program, start time, registration link and accessibility information. Close or review registration 3 to 5 days beforehand so catering and seating can be adjusted.

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