Classical concert checklist

A classical concert depends on more than booking musicians and opening the doors. You need a confirmed venue, a workable programme, suitable seating, clear sound, performer facilities and a timed setup plan. This checklist covers the practical work from choosing the date through the final safety check. Use it to keep contracts, repertoire rights, ticketing, catering, printed programmes and technical equipment from becoming last-minute problems.

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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 the venue definitively
2 people
Compile program
2 people
Book musicians
2 people
Check the repertoire and rights
2 people
Send invitations
2 people
Open ticket sales
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Determine technical requirements
2 people
Draw the room layout
2 people
Check seating capacity
2 people
Have programs printed
Prepare name badges
2 people
Brief volunteers
2 people
Check the weather forecast
Check the shopping list
2 people
Do the shopping
2 people
Bring materials to the venue
3 people

Event

Open venue
2 people
Conduct a safety check
2 people
Check the hall floor
2 people
Set up chairs
4 people
Set up tables for reception
2 people
Set up music stands
3 people
Position instruments safely
3 people
Set up lighting
2 people
Test microphones
2 people
Check the sound level
2 people
Lay out the programs
2 people
Prepare catering
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set up the reception desk
2 people
Prepare the attendance list
Mark the entrance and route
2 people
Welcome the musicians
2 people
Review the program with the musicians
3 people
Welcome visitors
4 people
Hand out programs
2 people
Check tickets
2 people
Guide latecomers
2 people
Open the concert
Serve break drinks
4 people
Refill drinks
2 people
Restock break buffet
2 people
Seat the hall again
2 people
Start second concert set
Facilitate photo session with musicians
2 people
Guide visitors out
3 people
Provide refreshments for musicians
2 people
Pack instruments
3 people
Lock up the venue
2 people

Aftercare

Collect tableware
3 people
Collect waste
2 people
Wipe down tables
2 people
Put the chairs back
4 people
Switch off equipment
2 people
Clean the room
3 people
Check toilets
Sort materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Return venue keys
Thank visitors

What to bring

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

Furniture

Chairsqty 120
Bistro tablesqty 8
Reception deskqty 2
Dressing room racksqty 2
Clothes hangersqty 30

Equipment

Digital piano
Piano stool
Microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Spare batteriesqty 12
Music standsqty 12
Desk lampsqty 12
Music stand clampsqty 12
Instrument tablesqty 2

Lighting

LED spotlightsqty 6
Light standsqty 3
Cable dimmersqty 2
Emergency lightsqty 4

Tableware

Water glassesqty 140
Coffee cupsqty 120
Platesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving utensilsqty 12
Serving plattersqty 12
Water jugsqty 12
Thermos flasksqty 8

Catering

Groceries

Decorations

Tableclothsqty 10
Flower arrangementsqty 8
Welcome sign
Program standsqty 4
Directional signsqty 6
Name badgesqty 30
Ticketsqty 120
Programsqty 130
Pen setsqty 6
Table numbersqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Spongesqty 8
Rubber glovesqty 8
Hand broomqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice spoonsqty 4
Bread knivesqty 4
Cutting boardsqty 4
Storage binsqty 12
Serving tongsqty 8
Bottle openersqty 4
Corkscrewsqty 4
Waste binsqty 6
Ice packsqty 16

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Non-slip matsqty 6
Cable traysqty 8
Flashlightsqty 4

Transport

Transport cartsqty 2
Storage cratesqty 12
Protective blanketsqty 8
Ratchet strapsqty 8

Tips

Confirm the venue before announcing the concert, then check its seating capacity against expected attendance. Allow space for the reception table, bistro tables, performers’ areas and instrument tables rather than filling every available seat.
Settle the programme and repertoire rights early. Musicians need the final running order, music stands, stand lights and any piano or amplification requirements with enough time to prepare.
Open ticket sales only after the programme, venue and capacity are fixed. Keep a running record of registrations, dietary requirements and any guest information needed for badges or reception.
Test the sound and lighting at the venue, not just on paper. Check microphones, stands, mixer, speakers, cables, batteries and LED spotlights together, and secure loose cables with gaffer tape.
Give the final setup team a timed sequence for opening the venue, checking the floor, arranging chairs and reception tables, and completing the safety inspection. Keep emergency lighting accessible and prepare drinks, cups and serving items before guests arrive.

Frequently asked questions

How far in advance should I book a classical concert venue?: Aim to reserve the venue at least 8 to 12 weeks before the concert. This gives you time to confirm musicians, build the programme, open ticket sales and arrange technical access.
When should I send classical concert invitations?: Send invitations about 4 to 6 weeks before the concert, once the date, venue and programme are confirmed. Close or review registrations several days before the event so you can check seating and catering numbers.
How many seats should I plan for at a classical concert?: Start with the venue’s usable seating capacity, then subtract space for performers, aisles, reception furniture and any equipment. Keep the final layout ready at least 1 week before the concert so changes do not affect ticket sales.
When should I test the concert sound and lighting?: Complete a full equipment test on the day of the concert before guests arrive, with at least 2 hours available for setup and troubleshooting. Check the piano, microphones, speakers, lighting, power connections and cable safety in the actual room.

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