Easter concert checklist and planning guide

An Easter concert brings together performers, rehearsals, printed music, audience seating and refreshments, so small delays can affect the whole programme. Start by confirming the date and venue, then work through the participating groups, music and invitations before assigning people to practical jobs. In the final week, check instruments, sound equipment, piano tuning, payments and catering. This checklist covers the full planning sequence, including details that are easy to leave until the last day.

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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
2 people
Reserve venue
2 people
Reserve rehearsal space
Compile program
3 people
Confirm participating groups
2 people
Select music pieces
3 people
Collect sheet music
2 people
Copy sheet music
2 people
Design invitations
2 people
Send invitations
2 people
Publish concert online
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Print the program
2 people
Set admission prices
2 people
Prepare cash
2 people
Check payment method
Book catering
2 people
Create a shopping list
2 people
Do the shopping
3 people
Check the instruments
3 people
Bring spare parts
2 people
Schedule sound check
2 people
Check piano tuning
Send directions
Publish parking information
Check the weather forecast
Signpost the entrance
2 people

Event

Open hall
2 people
Turn on the lights
Set ventilation
Set up chairs
4 people
Set up tables
3 people
Clear the stage area
3 people
Set up music stands
3 people
Set up instruments
5 people
Connect sound equipment
3 people
Test microphones
2 people
Check piano
2 people
Set up lighting
2 people
Hang up decorations
3 people
Set up the Easter table
2 people
Set up the reception table
2 people
Lay out the programs
2 people
Set up the cloakroom
2 people
Set up the cash register
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Mark dietary options
Open the doors
2 people
Welcome visitors
3 people
Hand out programs
2 people
Sell tickets
2 people
Manage the cloakroom
2 people
Direct visitors to their seats
3 people
Announce performances
Assist musicians
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Check toilets
Empty trash bins
2 people
Play break music
Support the final performance
2 people
See visitors out
3 people

Aftercare

Close the register
2 people
Clear the cloakroom
2 people
Pack instruments
5 people
Turn off the sound equipment
2 people
Clear away music stands
3 people
Clear away chairs
4 people
Clear tables
3 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean the room
4 people
Clean the restrooms
2 people
Dispose of waste
2 people
Remove decorations
3 people
Check materials
2 people
Return borrowed items
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 140
Tablesqty 10
Cash register table
Clothing rackqty 2
Stoolsqty 8
Stage sectionsqty 8
Coat hangersqty 150
Cloakroom numbersqty 150

Equipment

Music standsqty 45
Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixing console
Amplifier
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Piano bench
Metronomeqty 2
Spare batteriesqty 20
Toolbox
Spare fusesqty 10
Music standsqty 6
Voting devicesqty 4
Instrument casesqty 20
Break music player

Tableware

Coffee cupsqty 150
Tea glassesqty 100
Water glassesqty 150
Wine glassesqty 100
Pastry platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving tongsqty 6
Serving spoonsqty 6
Bowlsqty 12
Cake standsqty 4

Decorations

Easter branchesqty 6
Easter egg decorationsqty 60
Flower arrangementsqty 6
Tableclothsqty 10
Welcome sign
Directional signsqty 6
Tapeqty 6
Scissorsqty 4
Ropeqty 2

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Extension leads for lightsqty 4

Catering

Groceries
Drink dispensersqty 4
Bottle openersqty 4
Corkscrewsqty 3
Cash register
Cash box
Payment terminal
Price tagsqty 30
Allergen cardsqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Trash binsqty 8
Litter pickersqty 2

Tips

Set the date and reserve both the concert venue and rehearsal space before confirming the programme. Allow at least one rehearsal slot for the full group and another for any soloists or speakers.
Prepare the programme early enough to collect, copy and distribute sheet music. Aim to have the final running order and music available at least 7 days before the concert.
Do not leave registrations and dietary requirements until catering is booked. Set a response deadline 7–10 days before the event, then use the final numbers to plan drinks, pastries and tableware.
Schedule the sound check separately from the concert start. Allow 60–90 minutes to test microphones, stands, speakers, cables, the mixing console and amplifier, and check the piano tuning before performers arrive.
Prepare admission payments before doors open: set up the cash register table, count the starting cash and test the chosen payment method at least 2 hours in advance. Assign one volunteer to admissions so performers are not pulled away from backstage tasks.

Frequently asked questions

How far in advance should I plan an Easter concert?: Start at least 8–12 weeks before the concert. Confirm the date, venue, rehearsal space and participating groups first, then allow several weeks for invitations, registrations, music preparation and volunteer assignments.
When should I send Easter concert invitations?: Send invitations around 4–6 weeks before the concert and set a registration deadline 7–10 days before it. This gives you time to collect dietary requirements and confirm catering quantities.
How long should a concert sound check take?: Reserve 60–90 minutes for the sound check, especially when the concert uses several microphones, speakers and a mixing console. Include time to test every cable, power connection and spare battery, not just the microphones.
How much cash should I prepare for concert admissions?: Prepare enough change for the first 20–30 admissions, using a mix of small notes and coins. Count and record the starting cash at least 2 hours before opening, and keep it separate from catering money.

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.