How to organise a big band concert

Start by fixing the concert date, performance times and venue before booking anything else. Then confirm the band and conductor, reserve rehearsal space, and build the programme around the available rehearsal hours. Technical planning needs to happen early: a big band may require microphones, monitors, amplifiers, stands and enough power points. In the final weeks, ticket records, dietary requirements, volunteer shifts and front-of-house details become the main risks.

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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

1
Confirm concert date and times
2 people
2
Reserve the venue and hall
2 people
3
Reserve rehearsal space
4
Check permits and notifications
2 people
5
Confirm artists and conductor
6
Finalise program and schedule
2 people
7
Schedule rehearsals
2 people
8
Collect scores and sheet music
2 people
9
Gather technical requirements
2 people
10
Develop the sound plan
2 people
11
Develop lighting plan
12
Arrange catering for musicians
2 people
13
Send invitations
2 people
14
Publish concert online
15
Distributing posters
3 people
16
Process registrations
2 people
17
Collect dietary requirements
18
Keep track of ticket sales and the guest list
2 people
19
Make Reservations for Reserved Seats
2 people
20
Assign volunteers for reception
21
Assign catering volunteers
22
Assign volunteers to tech
23
Do the shopping
2 people
24
Check materials
2 people
25
Check the instruments
3 people
26
Copy sheet music
2 people
27
Share route and parking information
28
Check the weather forecast

Event

29
Open hall
2 people
30
Set up the reception desk
2 people
31
Lay out tickets and program booklets
2 people
32
Welcome musicians
3 people
33
Unload instruments
4 people
34
Set up instruments
4 people
35
Mark stage setup
2 people
36
Set up chairs
4 people
37
Set up music stands
3 people
38
Set up microphones
2 people
39
Connect the sound system
2 people
40
Connect the lighting system
2 people
41
Perform sound check
3 people
42
Perform a lighting check
2 people
43
Set up catering
3 people
44
Chill drinks
2 people
45
Welcome the audience
4 people
46
Hand out programs
2 people
47
Check tickets
3 people
48
Serve break drinks
4 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Manage the cloakroom
2 people
52
Guard the entrance doors
2 people
53
Handle stage announcements
54
Give break and end signals
55
Escort the audience outside
3 people

Aftercare

56
Pack up instruments
4 people
57
Take down the sound system
2 people
58
Dismantle the lighting setup
2 people
59
Put furniture back
4 people
60
Wash dishes
3 people
61
Collect waste
3 people
62
Clean the room
4 people
63
Clean the restrooms
2 people
64
Store leftover catering
2 people
65
Return the instruments
3 people
66
Inventory materials
2 people
67
Return borrowed materials
2 people
68
Collect lost property
69
Lock up the hall
2 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Reception table
Clothes racksqty 2
Stage sectionsqty 12
Musician chairsqty 25
Conductor's lectern

Equipment

Music standsqty 25
Microphonesqty 6
Microphone standsqty 6
Mixer
Amplifiersqty 2
Speakersqty 2
Monitor speakersqty 2
DI boxesqty 4
Audio cablesqty 12
Cable reelsqty 6
Power stripsqty 10
Gaffer tapeqty 4
Music stand lightsqty 12
Laptop

Instruments

Drum kit
Piano stool
Guitar amplifier
Bass amplifier

Tableware

Water glassesqty 200
Wine glassesqty 160
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Ice packsqty 16

Decorations

Tableclothsqty 12
Stage drapesqty 4
Welcome sign
Program standsqty 4

Lighting

LED stage lampsqty 8
Mood lightingqty 6
Spare batteriesqty 24

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Work backwards from the concert date and leave at least 6–8 weeks for promotion, registrations and ticket tracking. Send invitations and publish the concert online only after the programme, venue and start time are confirmed.
Reserve rehearsal space before scheduling rehearsals. Count the full setup and pack-down time, and check that all scores, music stands, musician chairs and the conductor’s lectern will be available at each session.
Create the sound plan with the band’s actual requirements, not just the venue’s standard setup. Confirm microphones, mixer, speakers, monitor speakers, DI boxes, cables, power strips and cable routes before the first technical rehearsal.
Treat catering as a timed part of the concert day. Collect dietary requirements no later than one week beforehand, and assign catering volunteers separately from reception and technical volunteers.
Run a final venue check 24–48 hours before the concert. Check instruments, stage sections, lighting, music stand lights, reception furniture, clothes racks, glassware and plates so missing items can still be replaced.

Frequently asked questions

How far in advance should I organise a big band concert?: Allow at least 8–12 weeks for a small or established concert, and longer if the venue, artists or programme are not confirmed. Book the hall and rehearsal space first, then allow 6–8 weeks for promotion and ticket administration.
How many rehearsals does a big band concert need?: Plan at least 3–5 full rehearsals for a familiar programme, plus a technical or dress rehearsal before the concert. Add more time when new arrangements, guest artists or complex sound requirements are involved.
When should I make the sound plan for a big band concert?: Draft it as soon as the programme and band lineup are confirmed, ideally 4–6 weeks before the concert. Finalise the microphone, monitor, amplifier and cable requirements at least 7 days before the technical rehearsal.
When should I confirm catering and dietary requirements?: Arrange musician catering around 2–3 weeks before the concert and collect dietary requirements at least 7 days in advance. Confirm quantities again 48 hours before the event, especially when registrations are still changing.

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