Harmony concert checklist: what to arrange and when

A harmony concert needs more than confirmed musicians and a finished programme. You also need time to collect and copy sheet music, set the seating plan, test the sound system, process registrations and prepare admission payments. Work backwards from the concert date so invitations, posters and online announcements go out early. Keep the final week for practical checks, shopping, cold drinks, snacks and sandwiches rather than unfinished administration.

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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

Reserve venue
Confirm the concert date
Compile program
2 people
Confirm performing musicians
Confirm Conductor
Collect repertoire and sheet music
2 people
Copy sheet music
2 people
Create seating plan for the musicians
2 people
Design invitations
2 people
Send invitations
2 people
Announce the concert online
Hang posters
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Prepare ticket sales
2 people
Set admission prices
2 people
Prepare cash drawer
Register reservations
Order catering
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare sandwiches
3 people
Set up the coffee and tea station
2 people
Set up the bar
3 people
Set up the cloakroom
2 people
Check toilets
2 people
Place route signs
2 people
Set up tables
4 people
Set up chairs
5 people
Set out musicians' chairs
3 people
Set up music stands
3 people
Set up the instrument room
3 people
Set up the sound system
3 people
Test microphones
2 people
Test the lighting
2 people
Hang up decorations
3 people
Lay out the programs
2 people
Prepare cards and change
2 people
Give the audience reception briefing
2 people
Give catering briefing
2 people
Brief musicians
2 people

Event

Open the doors
2 people
Welcome visitors
4 people
Check tickets
3 people
Hand out programs
2 people
Staff the cloakroom
2 people
Assist musicians
2 people
Announce the concert
Operate lighting
Monitor sound level
Announce break
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Check toilets periodically
Guide visitors to the exit
2 people

Aftercare

Store instruments safely
4 people
Take down the sound system
3 people
Dismantle lighting
2 people
Clear away chairs
4 people
Clear tables
3 people
Collect tableware
3 people
Wash dishes
3 people
Clear the bar
2 people
Pack leftover catering
2 people
Dispose of waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Remove decorations
2 people
Clear the cloakroom
2 people
Check borrowed materials
2 people
Return materials
2 people
Keep lost and found items
Close the cash register
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 180
Musician chairsqty 45
Tablesqty 12
Bar stoolsqty 4
Coat racksqty 3
Clothes hangersqty 180

Equipment

Music standsqty 45
Conductor's lectern
Piano
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Audio cablesqty 8
Extension cordsqty 4
Power stripsqty 6
Cash drawer
Payment terminal
Walkie-talkiesqty 4

Tableware

Coffee cupsqty 120
Tea glassesqty 80
Drinking glassesqty 180
Wine glassesqty 100
Beer glassesqty 100
Platesqty 180
Pastry forksqty 180
Teaspoonsqty 120
Serving spoonsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Drink dispensersqty 4
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Pliersqty 6
Measuring cupsqty 2

Decorations

Tableclothsqty 12
Stage drapesqty 4
Flower arrangementsqty 6
Program standsqty 4
Directional signsqty 8

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Mop setsqty 2
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Catering

Groceries

Tips

Confirm the venue and concert date before inviting anyone. Allow at least 8 weeks for invitations, online announcements and poster distribution, especially if registrations are required.
Collect the repertoire and sheet music as soon as the programme is agreed. Copy and label every part at least 2 weeks before the concert, then keep spare copies at the venue.
Make the musician seating plan before the rehearsal setup. Count one musician chair and music stand per performer, plus a conductor’s stand and a clear position for the piano and microphones.
Prepare admission and registration separately from the catering list. Set the admission prices, register reservations and test the payment terminal at least 3 days beforehand; keep a cash drawer ready as a backup.
Finish food and drink preparation on the day itself. Put drinks cold several hours before doors open, and prepare snacks and sandwiches close enough to serving time that they stay fresh; check dietary requirements first.

Frequently asked questions

How far in advance should I organise a harmony concert?: Start at least 8 weeks before the concert date. That gives you time to reserve the venue, confirm musicians and the conductor, complete the programme, send invitations and organise registrations.
When should sheet music be copied for a harmony concert?: Copy and label the parts at least 2 weeks before the concert. Keep a small set of spare copies ready, because missing or damaged parts are difficult to replace on the concert day.
How many microphones and speakers do I need for a harmony concert?: There is no fixed number: base it on the performers, venue and programme. Check the sound requirements at least 1 week ahead, then test the wireless microphones, stands, mixer, speakers, cables and extension cords before doors open.
When should I prepare drinks and catering for the concert?: Confirm the catering order and dietary requirements at least 1 week in advance. Chill drinks several hours before the audience arrives, and prepare snacks and sandwiches on the day so they remain fresh.

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.