How to organise a brass band concert

A brass band concert runs smoothly when the musical plan and the practical setup are built together. Start by fixing the date, venue and rehearsal space, then confirm the musicians, conductor, presenter and repertoire before sending invitations. In the final weeks, focus on registrations, scores, seating, stage layout, sound, lighting and volunteer shifts. The last day is mainly about testing equipment, chilling drinks and making sure every chair, music stand and cable is where it needs to be.

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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 date and location
2
Reserve rehearsal space
3
Compile musician list
4
Set program and repertoire
2 people
5
Confirm the conductor and presenter
6
Draft invitations
2 people
7
Send invitations
8
Process registrations
9
Collect dietary requirements
10
Recruit welcome volunteers
11
Recruit catering volunteers
12
Recruiting volunteers for cleanup
13
Make seating plan
2 people
14
Create stage layout for the band
2 people
15
Collect music scores
2 people
16
Copy music scores
2 people
17
Design program booklet
18
Print program booklets
19
Make reservations for materials
20
Test sound equipment
2 people
21
Check lighting plan
22
Calculate catering quantities
2 people
23
Check the shopping list
2 people
24
Do the shopping
2 people
25
Store drinks refrigerated
2 people
26
Prepare allergen information
27
Sort sheet music by chair
3 people
28
Print registrations and guest list
29
Prepare cash change
30
Pick up venue keys
31
Receive deliveries
2 people
32
Check the hall and entrance
2 people
33
Set up reception tables
2 people
34
Set up chairs for the audience
4 people
35
Set up chairs for musicians
3 people
36
Set up music stands
3 people
37
Set up the conductor's stand
2 people
38
Connect the sound system
2 people
39
Test microphones
2 people
40
Set up lighting
2 people
41
Hang up decorations
2 people
42
Lay out program booklets
2 people
43
Build the catering buffet
3 people
44
Prepare coffee and tea
2 people
45
Chill drinks
2 people
46
Check toilets
47
Set up the reception desk
2 people

Event

48
Welcome musicians
3 people
49
Place instruments and cases
4 people
50
Welcome guests
4 people
51
Hand out program booklets
2 people
52
Run the cloakroom
2 people
53
Open the concert
54
Perform the first concert section
35 people
55
Refill drinks
2 people
56
Serve the break buffet
4 people
57
Clear used cups
2 people
58
Perform the second concert set
35 people
59
Moderate audience questions
60
Guide the applause moment and closing
61
Set up evening buffet
4 people
62
Serve the evening buffet
4 people
63
Refill drinks
2 people
64
Host informal gathering
2 people
65
Return the coat check
2 people
66
See guests out
3 people

Aftercare

67
Pack instruments safely
4 people
68
Fold down music stands
3 people
69
Turn off the sound equipment
2 people
70
Clear catering
4 people
71
Wash dishes
3 people
72
Collect waste
3 people
73
Clear tables and chairs
4 people
74
Remove decorations
2 people
75
Clean the hall and entrance
4 people
76
Clean the restrooms
2 people
77
Check borrowed materials
2 people
78
Return materials
2 people
79
Return venue keys
80
Store leftover food
2 people
81
Check the deposit and cash register
2 people
82
Collect lost and found items

What to bring

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

Furniture

Chairs for audienceqty 120
Chairs for musiciansqty 35
Tablesqty 8
Coat racksqty 3
Foldable tablesqty 3
Table skirtsqty 3

Equipment

Music standsqty 35
Conductor’s stand
Active speakersqty 2
Mixer
Wired microphonesqty 2
Microphone standsqty 2
Speaker standsqty 2
XLR cablesqty 4
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 6
Music stand lightsqty 10

Tableware

Coffee cupsqty 60
Drinking glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 80
Serving spoonsqty 8
Pitchersqty 6
Thermos flasksqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Storage binsqty 8
Serving plattersqty 10
Serving traysqty 6

Decorations

Concert postersqty 10
Table décorqty 8
Entrance sign
Program standsqty 4
Name badgesqty 45

Lighting

LED string lightsqty 4
Standing lampsqty 4

Cleaning

Vacuum cleaner
Mop setqty 2
Bucketsqty 3
Waste binsqty 6
Toilet brushesqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the programme before you invite people. Allow time for introductions, changes between pieces and any interval, then give the conductor and presenter a final running order at least one week before the concert.
Treat the stage layout as a technical drawing, not a last-minute arrangement. Count chairs and music stands for every musician, place the conductor’s stand clearly, and leave enough space for microphone and speaker stands.
Test the sound system in the actual room at least one day before the concert. Check the mixer, wired microphones, active speakers, XLR cables, power strips and cable mats together; a cable that reaches the mixer may not reach the stage.
Print programmes only after the repertoire, presenter text and sponsor or event details are final. Keep a small reserve beyond the expected audience, and assign someone to place them before doors open.
Give volunteers timed shifts rather than general instructions. For example, schedule welcome staff before doors, catering helpers during the interval and cleanup volunteers immediately after the audience leaves; refrigerate drinks before the first guests arrive.

Frequently asked questions

How far in advance should I organise a brass band concert?: Fix the date and venue at least 8 to 12 weeks ahead. Use the first two weeks to confirm musicians, rehearsal space, conductor, presenter and repertoire before sending invitations.
How many rehearsals does a brass band concert need?: Plan at least 2 to 4 full rehearsals, depending on how familiar the band is with the programme. Reserve the rehearsal space as soon as the date and repertoire are known, ideally 6 weeks before the concert.
When should I test the sound equipment for a brass band concert?: Do a full room test at least 24 hours before the concert, then repeat a short microphone and playback check 60 to 90 minutes before doors open. This catches cable, power and placement problems while there is still time to fix them.
How many programmes and seats should I prepare?: Prepare one programme per expected attendee, plus about 5 to 10 percent extra. Set out the planned number of audience chairs before the final setup and keep a small reserve if the venue allows it.

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.