Ensemble concert checklist

An ensemble concert involves more than booking a venue and inviting performers. You need a clear order for confirming ensembles, collecting music, testing sound, preparing seating and organising refreshments. Start with the date, venue and programme, then work towards practical details such as volunteers, dietary requirements, equipment and printed programmes. This checklist brings those steps together so you can see what needs to happen before concert day and what must be ready when the 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

Set the concert date
2 people
Reserve venue
2 people
Reserve rehearsal space
Compile program
2 people
Confirm performing ensembles
2 people
Collect sheet music and parts
2 people
Set the performance order
2 people
Send invitations
2 people
Publish concert online
Process registrations
2 people
Collect dietary requirements
Confirm reservations
Design program booklet
2 people
Print program booklets
2 people
Inform Musicians
Assign volunteers
2 people
Order catering
Do the shopping
2 people
Check instrument list
2 people
Test the equipment
2 people

Event

Open venue
2 people
Set up the entrance
2 people
Set up the hall
4 people
Set up chairs
4 people
Set up stage area
4 people
Set up music stands
3 people
Set up instruments
4 people
Set up the sound system
3 people
Set up lighting
2 people
Hang decorations
2 people
Lay out program brochures
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set up the cloakroom
2 people
Test the cash register and card terminal
2 people
Open the doors
2 people
Welcome visitors
3 people
Check tickets
2 people
Hand out program brochures
2 people
Staff the cloakroom
2 people
Assist musicians
2 people
Announce performances
Coordinate stage changes
3 people
Monitor sound level
Open the break buffet
2 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Collect waste
2 people
Guide visitors to the exit
2 people
Manage coat check
2 people
Close out payments
2 people
Store instruments safely
4 people

Aftercare

Take down the sound system
3 people
Clear away music stands
3 people
Clear away chairs
4 people
Clear tables
3 people
Wash dishes
3 people
Chill leftovers
2 people
Dispose of waste
2 people
Clean the room
3 people
Check toilets
Clean Entrance
2 people
Remove decorations
2 people
Gather borrowed materials
2 people
Return materials
2 people
Keep lost and found items
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 100
Foldable tablesqty 10
Dressing room racksqty 3
Coat racksqty 3
Coat hangersqty 120
Stoolsqty 12

Equipment

Digital piano
Piano bench
Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Amplifier
DI boxesqty 2
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8
Music standsqty 35
Lecture hall bagsqty 35
Metronomeqty 2
Tuning forkqty 2
AA batteriesqty 24

Lighting

LED spotlightsqty 6
Standing lampsqty 4
Light standsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 3
traysqty 8

Decorations

Tableclothsqty 10
Stage drapesqty 4
Flower arrangementsqty 4
Welcome sign
Program standsqty 4

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Confirm the concert date and venue before inviting ensembles. Book a separate rehearsal space early if performers need a final run-through before the event.
Collect the music and individual parts before fixing the running order. Allow time to check that every ensemble has the correct version and enough music stands.
Test the microphones, speakers, mixer, amplifier, DI boxes and audio cables in the actual room before concert day. Mark cable routes and cover them with cable mats where people will walk.
Set the seating, podium area, entrance and changing space according to the programme and ensemble size. Do not leave stands, chairs, instrument storage or cloakroom arrangements until the doors are about to open.
Gather dietary requirements with the RSVPs and confirm catering reservations before ordering food. Print the programme booklets only after the running order and performer names have been checked.

Frequently asked questions

How far in advance should I book an ensemble concert venue?: Book the venue as soon as the concert date is agreed, preferably at least 8 to 12 weeks ahead. This gives you time to reserve a rehearsal room, confirm ensembles and arrange access, seating and technical setup.
When should I confirm the concert programme and running order?: Aim to confirm the programme and performance order 3 to 4 weeks before the concert. Send the final information to musicians early enough for them to prepare their parts and for the programme booklet to be formatted and printed.
How long before an ensemble concert should sound and lighting be tested?: Test the sound system and lighting at least 3 to 7 days before the event, using the same room and key equipment planned for the concert. On the day, allow another 60 to 90 minutes for setup and a final check.
When should I collect dietary requirements for the concert catering?: Ask for dietary requirements when you process registrations or invitations, then close the list about 7 days before the concert. Confirm the final numbers and requirements with the caterer before placing the order.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.