Family concert checklist: what to arrange and when

A family concert needs more than a performer and a room. You need a clear programme, a reliable registration process, suitable seating, and sound equipment that works for both music and announcements. This checklist takes you from confirming the date and booking artists to preparing refreshments and opening the venue. It also covers details that are easy to leave until the last minute, such as dietary requirements, cable safety, batteries, name badges, and route signs.

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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
Book artists
Compile program
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Make reservations
Collect artist information
Check technical requirements
2 people
Print the run sheet
Make name badges
Make route signs
Prepare decorations
2 people
Check the shopping list
Buy drinks and non-perishable food
2 people
Buy fresh groceries
2 people
Fill coolers
2 people
Prepare snacks
3 people
Prepare sandwiches
2 people
Set out coffee and tea
2 people
Open venue
2 people
Ventilate room
Clean floor and tables
2 people
Set up tables
3 people
Set up chairs
3 people
Clear the stage area
2 people
Set up sound equipment
3 people
Connect microphones
2 people
Set up instruments
2 people
Perform sound check
3 people
Test lighting and music
2 people
Hang decorations
3 people
Place route signs
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Lay out crockery and cutlery
2 people
Place allergen cards
Check toilets
Place waste bins
2 people
Set up the reception table
2 people
Brief volunteers
2 people

Event

Welcome performers
2 people
Welcome the audience
3 people
Distribute program
2 people
Manage the cloakroom
2 people
Give the opening speech
Supervise part one of the concert
3 people
Refill drinks
2 people
Serve snacks
3 people
Restock break buffet
2 people
Guide the audience to break
2 people
Guide part two of the concert
3 people
Supervise children's activities
2 people
Moderate audience questions
Serve dinner
4 people
Refill drinks
2 people
Collect tableware
2 people
Announce evening program
Assist with concert part three
3 people
Operate lighting
Guide the audience out on departure
3 people
See off the artists

Aftercare

Chill food leftovers
2 people
Collect waste
3 people
Wash dishes
3 people
Clean up catering
3 people
Remove decorations
2 people
Dismantle audio equipment
3 people
Pack instruments
2 people
Clear tables and chairs
3 people
Clean the floor and toilets
3 people
Final venue check
2 people
Take out the trash
2 people
Return materials
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 90
Buffet tablesqty 3
Reception desk
Coat racksqty 2
Stoolsqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 80
Water glassesqty 120
Wine glassesqty 40
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 12
Pitchersqty 6

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Instrument microphonesqty 2
DI boxesqty 2
Laptop
Music standsqty 6
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8
AA batteriesqty 12
AAA batteriesqty 12

Lighting

LED spotlightsqty 4
Decorative light garlandsqty 6
Extension cords for lightingqty 4

Decorations

Tableclothsqty 12
Balloonsqty 100
Paper garlandsqty 8
Flower arrangementsqty 6
Program leafletsqty 100
Name badgesqty 30
Directional signsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving traysqty 6
Food warmersqty 4
Aluminum foilqty 2
Food storage containersqty 12
Allergen cardsqty 20

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Spongesqty 6
Rubber glovesqty 6

Catering

Groceries

Tips

Book the artists before publishing invitations, then collect their technical requirements and contact details in the same planning file. Allow at least two weeks to resolve missing microphones, DI boxes, music stands, or power needs.
Close registrations several days before the concert and use the final list to prepare name badges, seating, food quantities, and dietary information. Keep a short waiting list if the room has a fixed capacity.
Schedule fresh groceries for the final one or two days, while buying drinks and non-perishable food earlier. Prepare sandwiches and snacks close to serving time, and fill the coolers only after the venue setup is nearly complete.
Plan the room around families rather than the buffet: set out folding chairs with clear routes, leave space for coats and strollers, and keep serving tables away from the audience entrance. Check that every route sign is visible before doors open.
Do a sound and power check before guests arrive, including active speakers, the mixer, wireless and instrument microphones, DI boxes, extension cords, cable trays, and spare AA and AAA batteries. Print the run sheet so the person coordinating the concert is not dependent on a laptop.

Frequently asked questions

How far in advance should I plan a family concert?: Start at least 8 to 12 weeks before the concert. Confirm the date and location first, then book artists, compile the programme, send invitations, and leave the final week for registrations, food, printing, and technical checks.
When should I send family concert invitations?: Send invitations around 4 to 6 weeks before the event, with a clear registration deadline. Close registrations several days before the concert so you can confirm dietary requirements, prepare name badges, and estimate seating and refreshments.
How much food and drink do I need for a family concert?: Base quantities on the confirmed registrations rather than the room capacity. Plan two to three drinks per person for the first hour, then adjust for the total duration and whether coffee, tea, snacks, or sandwiches are served.
When should I test the sound equipment for a family concert?: Complete a full sound check at least 60 to 90 minutes before doors open, with the artists present if possible. Test microphones, speakers, the mixer, DI boxes, cables, power strips, and spare batteries, then keep the run sheet available during the programme.

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