Ensemble concert checklist

An ensemble concert depends on more than the musicians and the programme. You also need a confirmed venue, music rights, ticketing, a workable stage plan and a clear schedule for the day itself. This checklist follows the planning order, from confirming the date and conductor to checking instruments, microphones, seating and refreshments. Use it to spot details that are often left until the last week, such as dietary requirements, printed programmes and spare batteries.

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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
Confirm the ensemble and conductor
Set program and repertoire
2 people
Check permits
Check insurance
Send invitations
2 people
Open ticket sales
Distribute promotional materials
2 people
Process registrations
Collect dietary requirements
Make reservations
Arrange music rights
Coordinate technical setup
2 people
Determine the room layout
2 people
Work out the stage layout
2 people
Print the run sheet
Print programs
2 people
Prepare name badges
Check audience list
Order catering
Do the shopping
2 people
Gather music and materials
2 people
Check the instruments
3 people
Prepare catering
2 people
Chill drinks
Check route and signage

Event

Open hall
2 people
Set up the stage
4 people
Set up chairs
4 people
Set up tables
2 people
Hang decorations
2 people
Connect sound equipment
2 people
Install lighting
2 people
Set up music stands
3 people
Set up instruments
3 people
Perform sound check
3 people
Place programs
2 people
Set up catering
2 people
Set up the entrance and checkout
2 people
Receive ensemble
2 people
Set up the changing area
Welcome the audience
3 people
Check tickets
2 people
Manage the cloakroom
2 people
Serve drinks
2 people
Announce the concert
Guide the first concert segment
2 people
Refill drinks
2 people
Serve break snacks
2 people
Lead the break
3 people
Guide second concert part
2 people
Lead the applause moment
Guide the audience to the exit
3 people
Wrap up catering
2 people
Store instruments safely
3 people
Turn off the sound equipment
2 people
Clear out the cloakroom
2 people

Aftercare

Collect waste
3 people
Wash dishes
2 people
Clear the hall
4 people
Dismantle the stage
4 people
Clean the venue
3 people
Check the equipment
2 people
Inventory materials
2 people
Return borrowed items
2 people
Clear away leftover catering
Collect expenses
Process lost and found items
Send thank-you message
Archive photos

What to bring

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

Furniture

Chairsqty 100
Foldable tablesqty 8
Stage sectionsqty 6
Stoolsqty 12
Clothes racksqty 2
High tablesqty 4

Tableware

Drinking glassesqty 120
Coffee cupsqty 80
Small platesqty 80
Pastry platesqty 100
Teaspoonsqty 80
Serving spoonsqty 6
Water jugsqty 8
Thermos flasksqty 6

Equipment

Speakersqty 2
Music microphonesqty 4
Presentation microphone
Mixer
Microphone standsqty 4
Speaker standsqty 2
Music standsqty 30
Piano stool
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Spare batteriesqty 12
USB stickqty 2

Lighting

Stage spotlightsqty 4
LED lightsqty 6
Light standsqty 2

Decorations

Concert banner
Menu card holdersqty 8
Tableclothsqty 8
Flower arrangementsqty 6
Directional signsqty 8
Name badgesqty 20

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 12
Serving spoonsqty 8
Bottle openersqty 3
Serving traysqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6
Waste binsqty 6

Catering

Groceries

Tips

Confirm the venue and ensemble before announcing the concert. Lock in the date, conductor, repertoire and room capacity first, then open ticket sales only when those details are stable.
Check music rights several weeks before the performance. Allow time to clarify permissions for every work in the programme, especially if you plan to print the repertoire in the concert programme.
Create the stage and room layout before the technical setup. Mark positions for stage sections, music stands, microphones, speakers, audience chairs and access routes, then check that cables can be taped down safely.
Set a final audience-information deadline at least 3 days before the concert. Use the confirmed audience list to prepare name badges, seating information, dietary notes and the quantity of catering required.
Prepare a short run sheet for the concert day and print copies for the organiser, conductor and technical team. Include setup, soundcheck, doors open, performance start, interval and pack-down times.

Frequently asked questions

How far in advance should I plan an ensemble concert?: Start planning at least 3 to 6 months ahead. Confirm the venue, ensemble, conductor and programme first; ticketing and promotion can follow once those are secure.
How many chairs do I need for an ensemble concert?: Plan one chair for each audience member you expect to seat, plus any chairs required by the performers. Confirm the final number at least 1 week before the event so the room layout and access routes can be checked.
When should I arrange music rights for a concert?: Check music rights when the repertoire is chosen, ideally at least 6 weeks before the concert. Do not wait until programmes are printed, because permissions may affect which works you can perform or reproduce.
How early should the technical setup begin on concert day?: Allow at least 3 hours for stage assembly, lighting, microphones, speakers, mixer, cabling and soundcheck. Add more time if the venue team is unfamiliar with the room or the ensemble uses several microphones.

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.