Harp Concert Checklist and Planning Guide

A harp concert depends on more than booking an artist and opening the doors. You need to coordinate the programme, confirm the venue and technical setup, manage registrations, and arrange safe harp transport. On the day, allow time to protect the stage floor, position the instrument, test microphones and speakers, and prepare seating and refreshments. This checklist keeps those details in sequence so the concert is ready before guests arrive.

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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
Confirm reservations
Coordinate program with artist
2 people
Gather technical requirements
2 people
Send invitations
2 people
Open registrations
Publish promotion
2 people
Process registrations
Collect dietary requirements
Update visitor list
Share final numbers
Have programs printed
Purchase catering
2 people
Confirm harp transport
Test equipment
2 people
Check groceries
2 people
Pick up venue keys
Inspect the space
2 people
Ensure the harp is delivered safely
3 people
Protect the stage floor
2 people
Set up chairs
4 people
Set up tables
2 people
Set the tables
2 people
Set up the harp and chair
3 people
Set up microphones
2 people
Connect sound equipment
2 people
Securely finish cables
2 people
Set up lighting
2 people
Lay out the programs
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Set up registration desk
2 people
Check public area
2 people

Event

Welcome the artist
2 people
Perform sound check
3 people
Register visitors
3 people
Hand out programs
2 people
Guide visitors to their seats
3 people
Open the concert
Guide the audience during the break
3 people
Serve break drinks
4 people
Serve snacks
3 people
Refill drinks
2 people
Clear the break table
2 people
Announce the second concert set
Handle the technical setup during the concert
Guide audience questions afterward
2 people
Escort the performer to the departure point
2 people

Aftercare

Pack the harp safely
3 people
Clear the visitor area
4 people
Collect tableware
3 people
Wash dishes
3 people
Tear down audio equipment
2 people
Remove decorations
2 people
Collect waste
3 people
Clean the floor and tables
3 people
Put chairs and tables back
4 people
Check equipment and materials
2 people
Hand over keys and venue
Return rental items
2 people
Store leftover groceries
Process lost and found items
Send thank-you message to visitors

What to bring

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

Furniture

Chairsqty 85
Tablesqty 8
Tableclothsqty 8
Musician's stool
Clothes racksqty 2
Clothes hangersqty 85
Music standsqty 2
Program standsqty 2
Registration desk
Cash register or cash box

Equipment

Microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Audio cables
Extension cordsqty 3
Power stripsqty 4
Cable traysqty 3

Lighting

LED lightsqty 4
Music stand lightsqty 2

Decorations

Welcome sign
Directional signsqty 6
Flower arrangementsqty 4

Tableware

Water glassesqty 100
Coffee cupsqty 85
Cake platesqty 85
Cutlery setsqty 85
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Thermos flasksqty 4
Water carafesqty 8
Coolersqty 3

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop setsqty 2
Cleaning clothsqty 12
Cleaning glovesqty 6

Safety

First aid kit

Other

Programsqty 90
Name stickersqty 40
Ballpoint pensqty 10
Markersqty 4
Clipboardsqty 3

Catering

Groceries

Tips

Confirm the harp’s transport and delivery window with the artist before finalising the concert schedule. A harp needs a clear route into the venue, enough space for handling, and a protected stage floor.
Collect dietary requirements when people register, then share the final attendance number with the caterer several days before the concert. Count cups, plates, cutlery and serving equipment for the confirmed number, not the expected maximum.
Schedule the sound check before doors open, with microphones, stands, mixer, speakers, cables and power supplies already in position. Keep cable trays or another safe covering ready where visitors will walk.
Print programmes and prepare the registration desk before guests arrive. Place the welcome and directional signs where visitors make decisions, rather than inside the concert room where they may be missed.
Set chairs only after checking sightlines to the harp and music stand. Leave a clear route for the musician and instrument, and check that coats, refreshments and registration do not block the entrance.

Frequently asked questions

How far in advance should I organise a harp concert?: Confirm the date, venue and artist at least 8–12 weeks ahead. Use the final 2 weeks for registrations, technical checks, catering numbers and transport confirmation.
How do I prepare a venue for a harp concert?: Inspect the room before setup and reserve space for the harp, musician’s stool, microphones and music stand. Allow at least 2 hours before doors open for delivery, floor protection, seating, sound testing and table setup.
When should I confirm harp transport?: Confirm the delivery and collection arrangements with the artist at least 1 week before the concert, then reconfirm the route and arrival time 24 hours beforehand. Make sure someone with venue access is present for delivery.
How many chairs and programmes do I need for a harp concert?: Prepare one chair and one printed programme per registered guest, plus a small buffer of 5–10% for late additions. Finalise the number after registrations close and before printing or setting the room.

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