Dress rehearsal concert checklist

A dress rehearsal concert needs more than a confirmed programme. You have to coordinate performers, registrations, dietary requirements, seating, catering and a complete technical setup before anyone walks on stage. This checklist puts the work in a workable order, from confirming the venue and repertoire to running the sound check and briefing the artists. Leave extra time for cable safety, missing equipment and last-minute programme changes: those are the details most often dealt with too late.

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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 date and location
Record performers and repertoire
2 people
Send invitations
Process registrations
Collect dietary requirements
Make reservations
Update visitor list
Gather artist information
Check technical requirements
2 people
Check the shopping list
Do the shopping
2 people
Collect equipment
2 people
Chill drinks
2 people
Prepare snacks
2 people
Clean the venue
2 people
Set up tables and chairs
3 people
Clear the stage area
2 people
Set up sound equipment
3 people
Connect microphones
2 people
Connect the lighting
2 people
Tape down cables securely
2 people
Run the sound check
4 people
Set up the catering buffet
2 people
Set up the entrance and coat check
2 people
Program and artist briefing
3 people

Event

Welcome visitors
2 people
Manage the cloakroom
Serve coffee and tea
2 people
Give the opening speech
Support the first performance
3 people
Serve snacks
2 people
Refill drinks
2 people
Announce break
Collect audience questions
Support the second performance
3 people
Announce evening program
Support the main performance
3 people
Serve break drinks
2 people
Handle the closing
See visitors out
2 people
Finish coat check

Aftercare

Tear down audio equipment
3 people
Take down lighting equipment
2 people
Put furniture back
3 people
Store leftover food
2 people
Collect waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Inventory equipment
2 people
Return equipment
2 people
Keep lost and found items
Collect supplier invoices

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat racksqty 2
Stoolsqty 6
Dressing tablesqty 2
Stage sectionsqty 6
Changing room chairsqty 8

Equipment

Mixing console
Speakersqty 2
Speaker standsqty 2
Stage monitorqty 2
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Instrument cablesqty 8
Microphone cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
Cable traysqty 6
Music standsqty 6
Spare batteriesqty 12
Music stand lightsqty 4
Gaffer tapeqty 6
Cable tiesqty 100

Lighting

Stage lightsqty 4
Mood lightingqty 2
Light standsqty 2

Tableware

Water glassesqty 80
Wine glassesqty 50
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 6
Small bowlsqty 12
Storage binsqty 8

Decorations

Tableclothsqty 8
Stage backdrop
Program standsqty 4
Name badgesqty 10
Pensqty 12
Program flyersqty 80

Catering

Groceries

Cleaning

Trash binsqty 6
Mopsqty 2
Bucketsqty 2
Broom setsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Tips

Confirm the repertoire and collect each performer’s technical information before the equipment is set up. Use that information to check microphones, DI boxes, monitor needs, music stands and instrument cables.
Set a firm registration deadline at least 3–5 days before the rehearsal. Update the visitor list and collect dietary requirements before ordering food, drinks and tableware.
Plan the room in separate zones: clear the stage area, place tables and chairs, then set up the entrance and coat check. Keep the buffet away from cables and leave a clear route to the stage.
Allow at least 60–90 minutes for sound and lighting setup before the run-through. Connect the mixing console, speakers, monitors and microphones first, then tape down every cable before testing the system.
Cool drinks and prepare snacks before guests arrive, not during the sound check. Keep reserve batteries, extension cords and power strips accessible so a small equipment problem does not delay the programme.

Frequently asked questions

How early should I arrive for a dress rehearsal concert?: Arrive 3–4 hours before the first guest or performer call. This gives you time to clean the venue, arrange furniture, clear the stage, connect sound and lighting, and complete a sound check without rushing.
How long does a concert sound check take?: Allow 60–90 minutes for a small or medium ensemble, and longer if several performers use microphones, DI boxes or monitors. Schedule it after the equipment is connected and before the artist briefing.
When should I close registrations for a dress rehearsal concert?: Close registrations 3–5 days before the event when possible. You need the final visitor list and dietary requirements early enough to make reservations, shop for catering and set out the correct number of chairs, glasses and plates.
How many drinks should I prepare per guest?: For the first hour, plan on 2–3 drinks per person, then about 1 drink per person for each additional hour. Add water for performers and keep glasses, coffee cups and serving equipment ready before the audience enters.

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