Family concert checklist for a smooth event

A family concert needs more than a music program and a few chairs. You need to confirm the venue, musicians and registrations early, then turn that information into a workable sound, seating and refreshment plan. This checklist takes you from the first arrangements to opening the venue. It also covers details that are easy to leave too late, such as dietary requirements, printed programs, microphone connections and chilled drinks.

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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
Compile the music program
2 people
Confirm performing musicians
Draft invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Make reservations
Create final guest list
Print the program
Share performer information
Create sound plan
2 people
Gather music files
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Lay out the programs
2 people

Event

Open venue
2 people
Clear the stage area
4 people
Set up tables and chairs
5 people
Set up the sound system
3 people
Connect microphones
2 people
Connect lighting
2 people
Hang decorations
3 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Welcome performers
2 people
Run the sound check
3 people
Set out the program and microphones
2 people
Set up the entrance and reception
3 people
Welcome visitors
4 people
Hand out programs
2 people
Serve drinks and snacks
4 people
Presenting the family concert
Coordinate stage changes
2 people
Refill drinks
2 people
Refill snacks
2 people
Guide visitors to the exit
3 people
Store leftovers in the fridge
2 people

Aftercare

Dismantle audio equipment
3 people
Put furniture back
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
4 people
Remove decorations
2 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Return keys and equipment
2 people

What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Buffet tablesqty 3
Coat racksqty 2
Waste binsqty 6

Equipment

Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Music player
Extension cordsqty 6
Power stripsqty 4

Lighting

LED spotlightsqty 4
Mood lightingqty 3

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Balloonsqty 80
Buntingqty 8
Tableclothsqty 10
Stage backdrop
Program holdersqty 4

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Dustpans and brushesqty 2

Safety

First aid kit

Catering

Groceries

Tips

Confirm the date and venue before contacting performers or sending invitations. Once registrations open, keep one guest list and update it whenever someone cancels or adds a dietary requirement.
Build the music program before preparing the sound plan. List every microphone, music file, speaker and instrument connection, then test the full setup in the venue rather than checking equipment separately.
Plan the room for families, not only for the performance. Set out chairs with clear sightlines, leave space for coats and pushchairs, and keep tables, buffet service and waste bins away from the stage area.
Shop after checking the final guest list and dietary information. Chill drinks ahead of time, prepare snacks before opening the venue, and allow extra serving cups, plates and cutlery for children.
Reserve setup time before guests arrive. Use the first part of the venue access period to clear the stage, arrange tables and chairs, connect the sound and lighting, and place programs only after the seating plan is settled.

Frequently asked questions

How far in advance should I plan a family concert?: Confirm the date, location and performing musicians at least 6 to 8 weeks before the concert. Send invitations early enough to allow registrations and dietary information to come in before you finalize catering and seating.
How many drinks do I need for a family concert?: Plan about 2 to 3 drinks per person for the first hour, then roughly 1 drink per person for each additional hour. Add water and child-friendly options, and chill the drinks before guests arrive rather than during setup.
When should I test the sound system for a family concert?: Complete a full sound check on the event day, ideally 60 to 90 minutes before doors open. Test the active speakers, mixer, microphones, music player, extension cords and power strips together from the actual performance positions.
How early should I set up the concert venue?: Allow at least 2 hours for setup if you need to arrange furniture, lighting, decorations and a sound system. Open the venue early enough to clear the stage, connect microphones and place programs without rushing.

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.