How to organise a brass band concert

A brass band concert needs more than a booked venue and a programme. Start by fixing the concert date and venue, then build the plan around the band, audience, music and sound setup. Registrations, dietary requirements and volunteer shifts need firm deadlines, while sheet music, licensing and equipment should be checked well before concert day. The final week is for printing, shopping, chilling drinks and testing every connection.

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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
Reserve venue
2
Confirm the concert date
3
Invite band members
4
Send audience invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Compile program
2 people
8
Select music pieces
3 people
9
Collect sheet music
2 people
10
Copy sheet music
2 people
11
Check music license
12
Create the performance schedule
2 people
13
Assign presenter
14
Open ticket sales
2 people
15
Schedule volunteers
2 people
16
Book catering
17
Test the equipment
2 people
18
Create floor plan
19
Design signage
20
Print programs
2 people
21
Make name badges
22
Check stock
2 people
23
Check the shopping list
24
Do the shopping
2 people
25
Chill drinks
2 people
26
Prepare snacks
3 people
27
Check the instruments
4 people
28
Open venue
2 people
29
Check ventilation
30
Set up hall lighting
2 people
31
Set up the sound system
3 people
32
Connect microphones
2 people
33
Perform sound check
3 people
34
Set up chairs
4 people
35
Set up the orchestra arrangement
4 people
36
Set up music stands
3 people
37
Prepare sheet music
3 people
38
Set up the registration desk
2 people
39
Lay out the programs
2 people
40
Set up the cloakroom
2 people
41
Set up catering table
3 people
42
Set out coffee and tea
2 people
43
Set out snacks
3 people
44
Check toilets
45
Set up signage
2 people
46
Brief volunteers
2 people

Event

47
Welcome the musicians
3 people
48
Guide warm-up sessions
2 people
49
Open the doors
2 people
50
Welcome visitors
3 people
51
Check tickets
2 people
52
Hand out programs
2 people
53
Open the concert
54
Run the concert program
35 people
55
Announce break
56
Serve drinks
4 people
57
Serve snacks
4 people
58
Refill drinks
2 people
59
Close out break
60
Perform the second concert set
35 people
61
Give the closing speech
62
See the audience out
3 people
63
Lead the informal after-party
4 people
64
Refill drinks during the after-party
2 people
65
Refill snacks during the after-party
2 people
66
See off the last visitors
2 people

Aftercare

67
Pack instruments safely
5 people
68
Dismantle the sound system
3 people
69
Clear away music stands
3 people
70
Clear away chairs
4 people
71
Collect tableware
3 people
72
Wash dishes
3 people
73
Collect waste
3 people
74
Take down the catering table
2 people
75
Clean the room
4 people
76
Clean the restrooms
2 people
77
Remove signage
2 people
78
Clear the cloakroom
2 people
79
Pack inventory
2 people
80
Collect lost and found items
81
Lock up the venue
2 people
82
Return materials
2 people
83
Store leftover groceries
2 people

What to bring

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

Furniture

Chairsqty 110
Tablesqty 8
Folding table at entrance
Clothes racksqty 2
High tablesqty 6

Equipment

Speakersqty 2
Amplifier
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 6
Music standsqty 40
Conductor's lectern
Music stand lightsqty 12
Metronome

Lighting

LED work lightsqty 4
Mood lightingqty 4
Spare batteriesqty 24

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Serving jugsqty 4
Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 6
Ice packsqty 12

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Stage backdrop
Program boardsqty 4
Name badgesqty 50
Badge holdersqty 50
Table numbersqty 8

Cleaning

Waste binsqty 8
Mop setsqty 2
Bucketsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Cleaning carts

Catering

Groceries

Tips

Book the venue before inviting band members or opening ticket sales. Check that it has enough chairs, space for music stands and a separate entrance area for registration and name badges.
Set a music deadline at least three weeks before the concert. Choose the pieces, collect and copy the sheet music, check the music licence, and give the presenter the final programme before printing.
Test the sound system during a full rehearsal, not just by switching it on. Check the amplifier, mixer, speakers, microphones, stands, cables, extension cords and cable mats, and keep spare batteries available.
Close registrations several days before the concert so you can plan chairs, catering and dietary requirements accurately. Use the final numbers to prepare the entrance table, name badges, programmes, coffee cups, glasses and plates.
Create the performance schedule and volunteer rota before concert week. Allow time for seating, coat storage, sound checks, lighting the music stands, serving coffee and clearing equipment after the final piece.

Frequently asked questions

How far in advance should I organise a brass band concert?: Start at least 8 to 12 weeks before the concert. Reserve the venue and confirm the date first, then allow several weeks for band invitations, music preparation, licensing, ticket sales and volunteer scheduling.
When should I open ticket sales for a brass band concert?: Open sales once the date, venue and basic programme are confirmed, usually 4 to 6 weeks before the concert. Close or review registrations several days beforehand so seating, catering and dietary requirements are accurate.
How do I prepare the music for a brass band concert?: Select the pieces and collect the sheet music at least 3 weeks before the performance. Copy the required parts, check the music licence, and finish the programme and performance schedule before printing.
What equipment does a brass band concert need?: Allow at least one full sound check before the audience arrives. Check speakers, amplifier, mixer, microphones, stands, audio cables, power strips, extension cords and cable mats, as well as music stands, stand lights and spare batteries.

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.