Church Concert Planning Checklist

A church concert needs more than a date, a choir and a programme. You must coordinate the church, rehearsal space, performers, music rights, guest information, equipment and refreshments in the right order. This checklist takes you from the first reservation through concert-day setup, including details that are easy to leave until the last minute. Use it to track registrations, prepare programme booklets, brief volunteers and make the church ready for both musicians and visitors.

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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 church
Confirm the concert date
2 people
Reserve rehearsal space
Confirm performing musicians
Compile program
2 people
Collect music scores
2 people
Check copyright
Check permits
Check insurance
Design invitations
Send invitations
2 people
Publish concert online
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm reservations
Make program booklets
2 people
Print program booklets
2 people
Publish directions
Share parking information
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set out coffee supplies
2 people
Set out the tea supply
Set up tables
4 people
Set up chairs
4 people
Clear the stage area
3 people
Set up music stands
2 people
Set up the instrument room
2 people
Connect sound equipment
3 people
Test microphones
2 people
Test the lighting
2 people
Check the church heating
Check toilets
2 people
Clear emergency exits
2 people
Signpost the entrance
2 people
Hang up decorations
3 people
Set up the cash register
2 people
Set up the cloakroom
2 people
Prepare program
2 people

Event

Welcome the musicians
2 people
Unload instruments
3 people
Do the final sound check
3 people
Welcome the audience
4 people
Check tickets
2 people
Hand out programs
2 people
Staff the cloakroom
2 people
Guide visitors to their seats
2 people
Give the opening speech
Support the concert
2 people
Announce break
Serve coffee and tea
4 people
Serve snacks
3 people
Refill drinks
2 people
Collect used dishes
2 people
Keep the break room clean
2 people
Announce the second concert set
Deliver farewell speech
Collect donations
2 people
See the audience out
3 people

Aftercare

Load instruments
3 people
Turn off the sound equipment
2 people
Clear away music stands
2 people
Clear away chairs
4 people
Clear tables
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the church hall
4 people
Clean the restrooms
2 people
Collect waste
2 people
Empty waste containers
2 people
Remove decorations
3 people
Remove signage
2 people
Clear the cloakroom
2 people
Check borrowed items
2 people
Return materials
2 people
Collect lost and found items
Lock up the church
2 people
Send thank-you messages

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 10
Market tablesqty 3
Coat racksqty 2
Stoolsqty 8

Tableware

Coffee cupsqty 180
Platesqty 180
Water glassesqty 200
Wine glassesqty 120
Pastry platesqty 180
Teaspoonsqty 200
Serving spoonsqty 12
Serving plattersqty 18
Thermos flasksqty 12

Equipment

Microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Speaker standsqty 2
Music standsqty 35
Extension cordsqty 8
Power stripsqty 6
Duct tapeqty 4
AA batteriesqty 24
AAA batteriesqty 24
Piano
Conductor's lectern

Lighting

Stage lightsqty 6
LED string lightsqty 4
Flashlightsqty 4

Decorations

Flower arrangementsqty 6
Tableclothsqty 10
Welcome sign
Program standsqty 4
Directional signsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 12
Washing-up bowlsqty 3
Water jugsqty 12

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Reserve the church and rehearsal space before confirming the concert date publicly. Ask about access times, storage, sound restrictions and the exact time the building must be cleared.
Confirm musicians and collect the music scores early enough to check copyright and prepare the programme. Keep one final programme version so invitations, online listings and printed booklets match.
Publish directions and parking information with the concert announcement, not just a few days before the event. Church entrances, accessible routes and evening parking are common sources of last-minute questions.
Plan the audience layout as well as the performance area. Count chairs, tables, coat racks and any stools after confirming registrations, then leave clear routes to entrances and exits.
Test the complete sound and lighting setup in the church before guests arrive. Check microphones, stands, mixer, speakers, cables, power strips, batteries and flashlights, and secure loose cables with duct tape.

Frequently asked questions

How far in advance should I plan a church concert?: Start at least 8 to 12 weeks before the concert. Reserve the church and rehearsal space first, then confirm musicians, check permits and insurance, and open registrations once the core details are fixed.
When should church concert invitations be sent?: Send invitations 4 to 6 weeks before the concert, after the date, programme outline, venue directions and registration method are confirmed. Send a reminder 7 to 10 days before the event.
How many chairs and glasses do I need for a church concert?: Prepare one chair per confirmed guest, plus about 5% extra if the space allows. For refreshments, count one coffee or tea cup and one water glass per guest, then add 10% for volunteers, musicians and breakage.
When should I set up refreshments for a church concert?: Set out tables, cups, plates and serving equipment 60 to 90 minutes before doors open. Chill drinks and prepare snacks during the final setup period, while coffee and tea supplies should be ready before the first guest arrives.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.