Easter concert checklist: plan the event step by step

An Easter concert involves more than confirming musicians and printing a programme. You also need a reliable registration process, rehearsal space, readable music scores, tested sound equipment and catering that matches the final visitor list. Start with the date and venue, then work towards performances, guest communication and event-day setup. Use this checklist to keep technical details, printed materials and dietary requirements 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

Confirm date and location
2 people
Make reservations
Compile program
2 people
Confirm musicians
Confirm performances
2 people
Reserve rehearsal space
Design invitations
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Update visitor list
Send reminder
Design program booklet
Print program booklets
Write welcome text
Check numbers and texts
2 people
Collect music scores
2 people
Gather technical requirements
2 people
Test the equipment
2 people
Order catering
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Label diet meals
2 people
Open venue
2 people
Check rooms
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the reception desk
2 people
Set up the catering table
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks
4 people
Set out tableware
2 people
Set up Easter decorations
3 people
Hang signs
2 people
Connect sound
3 people
Set up microphones
2 people
Place the sheet music and stands
2 people
Test lighting and lights
2 people
Clear fire exits
2 people
Check toilets
2 people

Event

Welcome performers
2 people
Register the artists
Unload instruments
3 people
Run the sound check
4 people
Go over the program
3 people
Open the doors
3 people
Welcome visitors
4 people
Check off registrations
2 people
Hand out program booklets
2 people
Deliver the welcome speech
Supervise part one of the concert
2 people
Announce break
Serve coffee and tea
4 people
Serve snacks
4 people
Refill drinks
2 people
Collect tableware
2 people
Guide part two of the concert
2 people
Deliver farewell speech
Thank the performers
2 people
Host informal gathering
3 people
Refill drinks
2 people
Wrap up catering
3 people
See visitors out
3 people
Load instruments
3 people

Aftercare

Turn off the sound
2 people
Remove decorations
3 people
Clear away chairs and tables
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the catering area
3 people
Clean the room
3 people
Clean the restrooms
2 people
Dismantle technical equipment
3 people
Check inventory
2 people
Lock up the venue
2 people
Return borrowed items
2 people
Store leftover groceries
2 people
Take out the trash
2 people
Keep lost and found items

What to bring

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

Furniture

Chairsqty 130
Foldable tablesqty 10
Reception desk
Catering tablesqty 4
Clothes racksqty 2

Tableware

Coffee cupsqty 130
Water glassesqty 150
Wine glassesqty 130
Dinner platesqty 150
Pastry platesqty 150
Forksqty 150
Knivesqty 150
Teaspoonsqty 150
Serving spoonsqty 12

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Microphonesqty 6
Microphone standsqty 6
Speaker standsqty 2
Music standsqty 12
Headphonesqty 2
DI boxesqty 4
Extension cordsqty 8
Power stripsqty 8
XLR cablesqty 12
Instrument cablesqty 8
Cable traysqty 12
Spare batteriesqty 24

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 12
String lightsqty 6
Flashlightsqty 4

Decorations

Easter branchesqty 6
Easter eggsqty 60
Flower arrangementsqty 8
Table runnersqty 10
Welcome sign
Wayfinding signsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving trays with lidsqty 8
Pliersqty 8
Ice packsqty 16
Aluminum foilqty 2
Food storage containersqty 12

Catering

Groceries

Tips

Set the date, location and reservations first, then confirm musicians and performances before opening registration. This gives you a stable programme and enough information for invitations.
Close registrations early enough to update the visitor list, collect dietary requirements and label diet meals before catering arrives. Send one reminder after the list is updated so guests know the final details.
Schedule a technical test before the concert, not just on the day itself. Check microphones, speakers, mixer, cables, DI boxes, power strips and spare batteries with the performers in the actual room.
Prepare the programme booklet in two stages: first check names, music titles and performance order, then print only after the content has been approved. Keep a small number of spare copies for late changes or damaged booklets.
Plan the room around both the audience and the performers. Count chairs, tables, music stands and microphone stands separately, and leave clear routes for cable trays, catering service and guest reception.

Frequently asked questions

How far in advance should I plan an Easter concert?: Begin at least 8 to 12 weeks before the concert. Confirm the date, venue, musicians and rehearsal space first; invitations and registration can follow once the programme is taking shape.
When should I send Easter concert invitations?: Send invitations around 6 weeks before the concert, with registration open for at least 3 weeks. Close registration several days before ordering catering so you can update numbers and dietary requirements.
How early should sound equipment be tested for an Easter concert?: Run a full equipment test at least 7 days before the concert, then repeat a short sound check on the event day. Test microphones, speakers, mixer, cables, power connections and batteries with the actual performers.
When should I print the Easter concert programme?: Finalise and proofread the programme booklet 5 to 7 days before the concert. Print after names, texts and the performance order are checked, leaving time to correct errors or produce replacement copies.

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.