Harmony Concert Planning Checklist

A Harmony concert needs more than a rehearsal schedule and a printed program. Set the date and venue first, then work through permits, the musical program, ticketing, catering, seating, sound, volunteers, and printed materials in that order. Keep a separate count for visitors and musicians: they need different chairs, water arrangements, music stands, and backstage access. The final week is when overlooked details such as dietary requirements, cable safety, route signs, and cashless payment arrangements can cause delays.

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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
Confirm venue
Check permits
Compile program
3 people
Confirm Conductor
Inventory musicians
2 people
Plan rehearsals
2 people
Design invitations
2 people
Send invitations
2 people
Open ticket sales
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
Reserve drinks
Reserve Chairs
Reserve audio equipment
Recruit volunteers
2 people
Assign volunteers
2 people
Print the program
2 people
Print cards
Check the music parts
3 people
Determine seating layout
2 people
Draw stage layout
2 people
Make route signs
Prepare decorations
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Open venue
2 people
Receive deliveries
2 people
Check the Venue
2 people
Set up chairs
4 people
Set up musician chairs
3 people
Set up music stands
3 people
Place conductor’s stand
2 people
Set up instruments
6 people
Connect sound equipment
2 people
Set up microphones
2 people
Set up lighting
2 people
Hang decorations
3 people
Lay out the programs
2 people
Set up the cash register
2 people
Set up the bar
3 people
Set up coffee station
2 people
Check toilets
Perform sound check
3 people
Run general rehearsal
35 people
Instruct musicians
2 people

Event

Open the doors
3 people
Welcome visitors
4 people
Check tickets
2 people
Hand out programs
2 people
Staff the cloakroom
2 people
Serve drinks
3 people
Announce the concert
Guide the first concert segment
2 people
Refill drinks
2 people
Announce break
Serve snacks
3 people
Guide second concert part
2 people
Answer audience questions
Announce the farewell
Wave goodbye to visitors
3 people
Lock the cloakroom
2 people

Aftercare

Pack instruments
6 people
Collect music scores
3 people
Turn off the sound equipment
2 people
Clear away bar stock
3 people
Wash dishes
3 people
Collect waste
3 people
Put the chairs back
4 people
Put the lecterns back
3 people
Remove decorations
3 people
Clean the room
4 people
Clean the restrooms
2 people
Collect lost and found items
Lock up the venue
2 people
Return materials
2 people
Clear away unused groceries
2 people
Check deposit materials
Respond to visitor messages

What to bring

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

Furniture

Visitor chairsqty 180
Musician chairsqty 45
Tablesqty 12
Bar stoolsqty 4
Coat racksqty 3
Waste binsqty 8

Tableware

Coffee cupsqty 180
Water glassesqty 180
Wine glassesqty 120
Dessert platesqty 180
Coffee spoonsqty 180
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 12

Equipment

Music standsqty 45
Conductor's lectern
Microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 10
Cash box
Payment terminal
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 3
Thermos flasksqty 8
Flashlightsqty 4

Music equipment

Sheet music foldersqty 45
Pencil setsqty 10
Spare strawsqty 20
Instrument standsqty 12
Voting devicesqty 4
Blow nozzlesqty 6
Spare stringsqty 6
Cleaning clothsqty 12

Decorations

Tableclothsqty 12
Stage drapesqty 4
Flower arrangementsqty 6
Welcome sign
Directional signsqty 8
Adhesive stripsqty 4

Lighting

Spotlightsqty 4
String lightsqty 6
LED candlesqty 24

Kitchen

Corkscrewsqty 3
Bottle openersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 4
Scissorsqty 3
Serving plattersqty 12

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Rubber glovesqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the venue before announcing the date, then check permits and access hours. Allow at least one separate time slot for unloading equipment, setting the stage, and testing the sound system.
Plan rehearsals backward from the concert date and check every music part before the final rehearsal. Count one music stand per musician, plus a conductor’s lectern and a few spare stands if space allows.
Open ticket sales only after the seating layout and visitor capacity are confirmed. Keep registrations in one list and collect dietary requirements early enough to give the caterer a final count at least 3 days before the concert.
Separate front-of-house and stage responsibilities among volunteers. Assign people to registration, directions, coat racks, catering, drinks, and the cash box or payment terminal before concert day rather than relying on whoever arrives first.
Test microphones, stands, speakers, mixer, extension cords, power strips, and cable mats in the venue before visitors arrive. Put cable mats over every crossing point and keep flashlights available for setup, backstage movement, and a possible power interruption.

Frequently asked questions

How far in advance should I plan a Harmony concert?: Start at least 8 to 12 weeks before the concert. Set the date and confirm the venue first, then allow time for permits, rehearsals, invitations, ticket sales, catering, equipment, and volunteer assignments.
How many chairs do I need for a Harmony concert?: Count one visitor chair for every expected seated guest and one musician chair for each participating musician. Add a small buffer of about 5% for late changes, and keep musician seating separate from the audience layout.
When should I book catering and collect dietary requirements?: Collect dietary requirements as soon as registrations open and give the caterer a final number at least 3 days before the concert. Reserve drinks at the same time, especially if you need coffee, water, wine, or chilled storage.
What should I check on the day of the concert?: Allow at least 2 hours before doors open for stage layout, chairs, music stands, sound testing, catering setup, signs, and volunteer briefing. Test every microphone and cable, place route signs, and confirm the program and cards are ready before guests arrive.

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