Family concert checklist: what to arrange and when

A family concert needs more than confirmed musicians and a room. You also need a clear registration process, dietary information, child-friendly seating, stage access and a sound check before the audience arrives. This checklist covers the work from invitations through venue setup, including details that are easy to leave until the last minute. Use it to assign responsibilities and check that the practical parts are ready before 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

Send invitations
2 people
Process registrations
Collect dietary requirements
Finalize the program
2 people
Confirm musicians
Reserve venue
Order catering
Reserve audio equipment
Assign volunteers
2 people
Create floor plan
Prepare name badges
2 people
Check the shopping list
Do the shopping
3 people
Prepare snacks
4 people
Chill drinks
2 people

Event

Open venue
2 people
Clear the stage area
3 people
Set up tables
4 people
Set up chairs
5 people
Connect sound equipment
3 people
Test microphones
2 people
Set up instruments
3 people
Hang lighting
3 people
Hang decorations
4 people
Place the entrance sign
Set up the catering table
3 people
Set out tableware
2 people
Display snacks
3 people
Set out drinks
2 people
Set up registration desk
2 people
Welcome musicians
2 people
Run the sound check
4 people
Open the doors
3 people
Welcome guests
4 people
Check off registrations
2 people
Distribute program
2 people
Give the opening speech
Support the first concert block
3 people
Refill drinks
2 people
Serve snacks
3 people
Supervise kids' area
2 people
Announce break
Restock the buffet
2 people
Support the second concert block
3 people
Clear tables
3 people
Collect tableware
2 people
Serve dinner
4 people
Distribute diet meals
2 people
Support the third concert block
3 people
Moderate audience questions
Announce the final
Lead the final
3 people
Announce the farewell
See off guests
4 people
Collect lost and found items
2 people
Turn off the sound equipment
2 people
Store leftovers safely
2 people

Aftercare

Remove decorations
3 people
Fold chairs
4 people
Take down tables
4 people
Sort waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Pack equipment
3 people
Return supplies
2 people
Return borrowed items
2 people
Handle the deposit and keys
Distribute leftover food
2 people
Return lost property

What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
High tablesqty 4
Changing room tableqty 2
Folding chairsqty 8
Coat racksqty 3
Children's chairsqty 8
Stage sectionsqty 6

Tableware

Reusable platesqty 130
Reusable bowlsqty 80
Reusable glassesqty 160
Coffee cupsqty 80
Knivesqty 140
Forksqty 140
Spoonsqty 140
Serving spoonsqty 12

Decorations

Balloonsqty 150
Balloon ribbonqty 2
Buntingqty 12
Tableclothsqty 12
Stage drapesqty 4
Flower arrangementsqty 8
Menu boardsqty 4
Name badgesqty 130

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
DI boxesqty 3
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 8
Music standsqty 8
Piano stool
Guitar standsqty 4
Musical instrumentsqty 8
Power banksqty 4
Walkie-talkiesqty 6
Spare batteriesqty 24

Lighting

LED spotlightsqty 6
String lightsqty 6
Standing lampsqty 4
Night lightsqty 4

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving traysqty 12
Pliersqty 8

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3

Catering

Groceries

Tips

Collect registrations and dietary requirements together, then give the caterer one final number and meal summary before ordering. Keep a small margin for late changes rather than waiting until the day of the concert.
Confirm the program and musicians before creating the floor plan. The stage sections, instruments, microphone stands and speaker positions need to fit the performance area without blocking children’s chairs or access routes.
Assign volunteers to specific jobs and times, not just general help. Cover registration, name badges, coats, refreshments, room changes and audience guidance before the venue opens.
Allow at least 60 minutes before doors open for sound setup and testing. Connect the mixer, speakers, microphones and DI boxes, then test every microphone with the musicians in position.
Prepare refreshments and chilled drinks before the final room check. Reusable plates, bowls, glasses, coffee cups and serving utensils are easy to overlook when attention shifts to decorations and the stage.

Frequently asked questions

How far in advance should I send family concert invitations?: Send invitations about 4 to 6 weeks before the concert. Set the registration deadline 7 to 10 days before the event so you have time to confirm attendance, dietary requirements and catering quantities.
How many volunteers do I need for a family concert?: Plan on at least 1 volunteer for every 25 to 30 guests, with a minimum of 4 people for a small concert. Assign separate cover for registration, refreshments, room support and audience guidance rather than relying on one person to do everything.
How early should musicians arrive for a family concert?: Ask musicians to arrive at least 90 minutes before the audience. This leaves time to set up instruments, connect the sound equipment and complete a microphone and program check without rushing.
How many chairs should I prepare for a family concert?: Prepare one chair per registered adult or child who will sit during the concert, then add around 5% extra seating. Keep some children’s chairs and folding chairs available so the layout can adapt to the final registrations.

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.