Harmony concert checklist: what to arrange and when

A harmony concert depends on more than the music: the venue, rehearsal space, orchestra layout, sound equipment, printed programmes and front-of-house crew all need to line up. Start with the date, programme and bookings, then move through registrations, performers, technical checks and audience information. Keep the final week for confirmations, seating plans, name badges and shopping-list checks. This checklist gives you a practical order for managing the 77 tasks and 53 items behind the concert.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Reserve the venue and hall
Reserve rehearsal space
Check permits
Send invitations
2 people
Open online registration form
Process registrations
2 people
Collect dietary requirements
Coordinate program with the conductor
2 people
Check the music parts
3 people
Confirm performing musicians
Book catering
Reserve technical supplies
Design print materials
Have programs printed
Recruit volunteers
2 people
Schedule entrance and bar shifts
Create traffic and parking information
Publish audience information
Check instrument list
2 people
Create seating plan for orchestra
2 people
Create a seating plan for the audience
2 people
Make name badges for the orchestra
Process final registrations
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect instruments
3 people
Pick up the equipment
2 people
Lay out the programs
2 people
Chill drinks
2 people
Prepare catering
3 people
Mark the room layout
2 people
Set up audience seating
4 people
Set up orchestra chairs
4 people
Set up music stands
3 people
Set up the conductor's podium
2 people
Unload instruments
5 people
Set up sound system
3 people
Test microphones
2 people
Set up lighting
2 people
Set up the entrance table
2 people
Place programs at the entrance
Set up the bar and coffee table
3 people
Set out snacks
2 people
Check toilets
Hang route and room signs
2 people

Event

Welcome the orchestra
2 people
Welcome the audience
4 people
Check tickets and reservations
2 people
Hand out programs
2 people
Announce the concert
Guide the first concert segment
3 people
Serve break drinks
5 people
Refill drinks
2 people
Guide second concert part
3 people
Lead the applause moment
Guide the audience to the drinks reception
3 people
Serve snacks
4 people
Serve coffee and tea
3 people
Refill drinks
2 people
Escort musicians on departure
2 people
See the audience out
3 people
Collect lost items
2 people

Aftercare

Load instruments
5 people
Take down the sound system
3 people
Remove decorations
2 people
Clear away chairs and tables
5 people
Wash dishes
3 people
Sort and dispose of waste
3 people
Clean the hall and entrance
4 people
Clean the restrooms
2 people
Register lost property
Lock up the venue
2 people
Return rented materials
2 people
Clear away leftover catering
2 people
Send thank-you message
Archive photos and documents

What to bring

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

Furniture

Audience chairsqty 120
Orchestra chairsqty 55
Tablesqty 10
Dressing room tablesqty 3
Entrance table
Bar islandsqty 2

Equipment

Music standsqty 55
Conductor's podium
Active speakersqty 2
Audio mixer
Wireless microphonesqty 2
Microphone standsqty 2
Music stand lightsqty 12
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4
Instrument trolleysqty 4
Music standsqty 4

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 100
Cake platesqty 120
Teaspoonsqty 120
Serving spoonsqty 8
Water jugsqty 8
Serving plattersqty 12
Serving tongsqty 8

Catering

Coolersqty 4
Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 2
Drink dispensersqty 3
Ice packsqty 16
Groceries

Decorations

Flower arrangementsqty 6
Tableclothsqty 10
Welcome sign
Directional signsqty 8
Name badgesqty 60

Lighting

LED floor lampsqty 6
Mood lightingqty 4
Batteriesqty 24

Print materials

Concert programsqty 140
Reservation listqty 3
Parking passesqty 30

Safety

First aid kit
Cable matsqty 8
Fire extinguishersqty 2

Cleaning

Bucketsqty 3
Floor squeegeesqty 2
Broom setsqty 2
Vacuum cleaner
Cleaning cart

Tips

Book both the concert hall and rehearsal space early, then confirm access times, storage and dressing-room use. A late venue change affects the orchestra seating plan, technical setup and volunteer schedule at once.
Coordinate the programme with the conductor before printing anything. Check the music parts and instrument list, then confirm the performing musicians so the orchestra layout and number of music stands are based on final information.
Treat registration as two checkpoints: process early registrations when they arrive, then process final registrations shortly before the concert. Collect dietary requirements at registration rather than trying to chase them during the final week.
Draw separate seating plans for the orchestra and audience. Allow room for the conductor’s podium, music stands, instrument trolleys, entrance tables and bar islands before assigning chairs.
Schedule entrance and bar shifts with named volunteers, and publish traffic, parking and audience information before the final registration push. People often remember the concert but forget to explain where to enter, park or find refreshments.

Frequently asked questions

How far in advance should I book a harmony concert venue?: Start the venue and hall booking as soon as the date and programme are reasonably firm, ideally several months before the concert. Reserve the rehearsal space at the same time so the musicians have a confirmed preparation slot.
When should I send harmony concert invitations?: Send invitations once the date, venue and main programme details are confirmed, then open the online registration form immediately. Set a clear registration deadline and process final registrations shortly before the concert so seating, catering and audience information stay current.
What sound equipment is needed for a harmony concert?: Plan the technical setup around the room and programme, including active speakers, an audio mixer, wireless microphones, microphone stands, extension cords, power strips and gaffer tape. Check the setup in the venue before concert day rather than discovering missing connections during the soundcheck.
When should I print concert programmes and make orchestra name badges?: Print programmes only after the conductor has confirmed the programme and the music parts have been checked. Make orchestra name badges after the performing musicians are confirmed, preferably during the final preparation week so substitutions can still be included.

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.