Harmony concert checklist: what to arrange and when

A harmony concert involves more than choosing music and putting out chairs. You need to lock in the date and venue, confirm musicians, prepare scores, manage registrations, and coordinate sound, seating, refreshments, and volunteers. This checklist puts those jobs in a workable order, from the first decisions to opening the venue. It also covers details that are easy to leave until the last week, such as dietary requirements, printed programs, name badges, parking information, 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

Set the concert date
2 people
Confirm venue
2 people
Finalize the repertoire
3 people
Check scores and sheet music
3 people
Confirm musicians
2 people
Define the program structure
2 people
Send invitations
2 people
Publish concert online
Process registrations
2 people
Collect dietary requirements
Order beverage delivery
Assign volunteers
2 people
Have the program printed
Copy sheet music
3 people
Prepare name badges
Publish route and parking
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Collect concert materials
2 people
Prepare parts for each musician
3 people

Event

Open venue
2 people
Check the hall and backstage
2 people
Set up chairs for the audience
6 people
Set up orchestra chairs
4 people
Set up music stands
4 people
Set up the conductor's station
2 people
Set up the reception desk
2 people
Set up catering table
3 people
Hang up decorations
2 people
Put up directional signs
2 people
Check the lighting
2 people
Check electrical connections
2 people
Hand out sheet music
3 people
Set up instruments
6 people
Check sound balance
4 people
Run-through with the orchestra
25 people
Welcome the musicians
2 people
Welcome the audience
4 people
Hand out programs
2 people
Process cards and donations
2 people
Open the concert
Guide the first concert segment
3 people
Serve break drinks
5 people
Refill drinks
2 people
Keep the break room tidy
2 people
Guide second concert part
3 people
Lead the applause moment
Guide the audience to the exit
3 people
Chat with the musicians and thank them
2 people
Collect catering leftovers
3 people
Collect instruments and sheet music
6 people

Aftercare

Dismantle orchestra setup
6 people
Take down audience seating
6 people
Dismantle tables and decorations
4 people
Wash dishes
3 people
Sort and remove waste
3 people
Clean the room
4 people
Check and clean the restrooms
2 people
Return materials
3 people
Return borrowed equipment
2 people
Collect lost and found items
Store leftover stock
2 people

What to bring

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

Furniture

Audience chairsqty 160
Orchestra chairsqty 35
Foldable tablesqty 8
Reception desk
Coat racksqty 2
Waste binsqty 6

Equipment

Music standsqty 35
Conductor's lectern
Microphonesqty 3
Microphone standsqty 3
Mixer
Active speakersqty 2
Music stand lightsqty 10
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 100
Cake platesqty 100
Coffee spoonsqty 100
Pastry forksqty 100
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving tongsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Storage binsqty 10

Decorations

Tableclothsqty 8
Stage drapesqty 2
Flower arrangementsqty 4
Program boardsqty 3
Name badgesqty 40

Lighting

LED work lightsqty 4
Mood lightingqty 4
Batteriesqty 24

Cleaning

Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries

Tips

Confirm the venue before publishing the concert date. Check the hall, backstage area, audience capacity, orchestra layout, power access, and whether you can open early enough for setup.
Finalize the repertoire and program structure before copying sheet music. Allow time to check every score and prepare a complete part for each musician, including any last-minute corrections.
Set a clear registration deadline, then collect dietary requirements immediately after registrations close. This gives you a fixed number for catering, drinks, cups, plates, and serving equipment instead of relying on estimates.
Arrange sound equipment and lighting before concert day. Test microphones, stands, mixer, active speakers, music stand lights, extension cords, and power strips in the actual hall, then secure loose cables with gaffer tape.
Create a concert-day schedule with named volunteers and times. Include venue opening, hall and backstage checks, audience and orchestra chair setup, reception preparation, drinks chilling, catering, and collection of concert materials.

Frequently asked questions

How far in advance should I start planning 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 repertoire, musicians, invitations, registrations, printing, catering, and technical checks.
When should I finalize the repertoire and copy the sheet music?: Finalize the repertoire about 6 weeks before the concert whenever possible. Check the scores and copy each musician’s part no later than 2 to 3 weeks before the performance, leaving time to replace missing or incorrect pages.
How many volunteers do I need for a harmony concert?: Plan for at least 4 to 6 volunteers for a small concert: reception, audience seating, backstage or musician support, refreshments, and cleanup. Add one or two more if registrations, catering, or the venue layout are extensive.
When should drinks and catering be ready?: Order drinks at least 1 week ahead and chill them on the day of the concert, preferably 2 to 3 hours before guests arrive. Prepare coffee, tea, cake, and other catering after the hall setup but before the reception opens.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.