Classical concert checklist

A classical concert runs smoothly when artistic, visitor, and venue arrangements are linked from the start. Confirm the date and venue before contracting musicians, then build the programme, check repertoire rights, and open ticket sales. In the final weeks, collect registrations and dietary needs, publish parking and accessibility information, and schedule volunteers. On the day, allow time for seating, sound equipment, instrument tuning, refreshments, and a complete hall check before doors open.

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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 the concert date
Reserve venue
Book musicians
2 people
Compile program
2 people
Check the repertoire and rights
Open ticket sales
2 people
Send invitations
2 people
Publish concert online
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
Check accessibility
2 people
Publish parking information
Order program flyers
Make name badges
2 people
Export visitor list
Purchase catering
2 people
Chill drinks
2 people
Lay out the programs
2 people
Tune instruments
3 people

Event

Open venue
2 people
Check the Venue
2 people
Set up chairs
4 people
Set up the stage area
3 people
Set up music stands
2 people
Test sound for announcements
2 people
Aim the lights at the stage
2 people
Set up the entrance desk
2 people
Place programs at the entrance
Set up the cloakroom
2 people
Set up coffee station
2 people
Set out drinks for the break
2 people
Check toilets
Briefing for entrance volunteers
2 people
Brief room hosts
2 people
Welcome the musicians
2 people
Welcome visitors
4 people
Check tickets
3 people
Staff the cloakroom
2 people
Hand out programs
2 people
Give the opening speech
Support the concert
2 people
Serve break drinks
4 people
Refill drinks
2 people
Check the hall again
2 people
Guide second concert part
2 people
Deliver the closing speech
See visitors out
3 people
Lock the cloakroom
2 people

Aftercare

Pack instruments
3 people
Clear away chairs
4 people
Take down tables
2 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Switch off equipment
2 people
Remove decorations
2 people
Register lost and found items
Lock up the venue
2 people
Return rental items
2 people
Store leftover stock
Handle lost and found

What to bring

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

Furniture

Chairsqty 100
Foldable tablesqty 8
Dressing room tablesqty 3
Coat racksqty 3
Clothes hangersqty 120
Stage sectionsqty 6

Equipment

Music standsqty 12
Conductor's lectern
Stage microphonesqty 2
Microphone standsqty 2
Mixer
Amplifier
Speakersqty 2
Cable reelsqty 2
Extension cordsqty 6
Power stripsqty 6
Laptop
Card machine

Tableware

Coffee cupsqty 100
Water glassesqty 100
Teaspoonsqty 100
Serving traysqty 8
Thermos flasksqty 8
Milk jugsqty 4
Sugar bowlsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving utensilsqty 8

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Stage drapesqty 4
Program standsqty 4

Lighting

Stage lightsqty 4
Standing lampsqty 4

Cleaning

Waste binsqty 6
Broomqty 2
Vacuum cleaner
Mop setsqty 2

Catering

Groceries

Tips

Reserve the venue before confirming the musicians, and check whether it has enough space for the performers, music stands, podium sections, changing areas, and audience seating.
Open ticket sales only after the programme, start time, venue access details, parking information, and accessibility arrangements are confirmed. Publish the concert online at the same time so visitors see one consistent version.
Ask for dietary needs when processing registrations, not during arrival. Use the final visitor list to estimate coffee, tea, water, cups, and serving equipment instead of buying refreshments without a headcount.
Plan the technical setup before the concert day: place microphones and stands, speakers, amplifier, mixer, cable reels, extension leads, and power strips where they cannot obstruct walkways or emergency routes.
Schedule the final room setup at least 90 minutes before doors open. This gives you time to arrange chairs, place music stands, lay out programmes, check the hall, tune instruments, and solve missing equipment before visitors arrive.

Frequently asked questions

How far in advance should I book a classical concert venue?: Start checking venues at least 3 to 6 months before the concert date. Confirm the booking before you sign musicians, because access times, seating capacity, instrument storage, and technical facilities can affect the programme and budget.
When should I open ticket sales for a classical concert?: Open ticket sales once the date, venue, programme, start time, and visitor information are fixed, usually 4 to 8 weeks before the concert. Keep registrations open long enough to build the visitor list and collect dietary or accessibility needs.
How early should musicians arrive before a concert?: Set arrival and access times at least 90 minutes before the audience enters. Musicians need time to unload, change, place music stands, check microphones if used, and tune their instruments without rushing.
How many chairs do I need for a classical concert?: Prepare one chair per expected seated visitor, plus any chairs required for the ensemble and staff. Confirm the final visitor count 2 to 3 days beforehand, while leaving clear aisles and reserved space for wheelchair users and companions.

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.