How to organise a brass band concert

A brass band concert runs smoothly when the musical plan, venue setup and audience arrangements are handled in the right order. Start by confirming the date, booking both the concert venue and rehearsal space, then lock in the musicians and programme. Audience registrations, printed programmes and dietary requirements need attention before the final week. On the day, allow time for the stage, chairs, music stands, lighting and sound system to be checked before the band arrives.

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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 the concert date
2
Reserve venue
3
Reserve rehearsal space
4
Compile program
2 people
5
Confirm performing musicians
6
Send invitations
2 people
7
Announce the concert online
8
Process registrations
9
Collect dietary requirements
10
Have the program printed
11
Assign volunteers
2 people
12
Check the shopping list
2 people
13
Do the shopping
2 people
14
Collect instruments and sheet music
3 people
15
Check the room and restroom
2 people
16
Clear the stage and play area
3 people
17
Set up chairs
4 people
18
Set up tables
3 people
19
Set up music stands
3 people
20
Check the lighting
2 people
21
Set up the sound system
2 people
22
Test sound system
2 people
23
Hang decorations
3 people
24
Set up the reception table
2 people
25
Chill drinks
2 people
26
Prepare snacks
3 people
27
Set out dishes and glasses
2 people
28
Prepare coffee and tea
2 people

Event

29
Welcome musicians
2 people
30
Set up instruments
4 people
31
Run the sound check
3 people
32
Welcome visitors
4 people
33
Hand out programs
2 people
34
Support the concert
2 people
35
Serve drinks
3 people
36
Serve snacks
3 people
37
Refill drinks
2 people
38
Refill coffee and tea
2 people
39
Keep the break room tidy
2 people
40
See visitors out
3 people

Aftercare

41
Pack instruments
4 people
42
Dismantle the sound system
2 people
43
Put furniture back
4 people
44
Wash dishes
3 people
45
Collect waste
3 people
46
Clean the venue
4 people
47
Clean the restrooms
2 people
48
Check materials
2 people
49
Return borrowed materials
2 people
50
Store leftover stock
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Reception folding table
Catering folding tableqty 2
Coat racksqty 4
Clothes hangersqty 40

Equipment

Music standsqty 35
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 6
Power stripsqty 4
Gaffer tapeqty 2
Batteriesqty 12

Lighting

LED lightsqty 6
String lightsqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Decorative table runnersqty 8
Welcome sign
Program board

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 80
Cake platesqty 120
Teaspoonsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Plattersqty 8
Serving jugsqty 4
Cutting boardsqty 2
Kitchen knivesqty 3

Cleaning

Waste binsqty 6
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Toilet brushesqty 3

Catering

Groceries

Tips

Book the venue and rehearsal space before confirming the full programme. Check access times, restroom arrangements, power points and how long you have for setup and clearing away.
Confirm every musician and send invitations as soon as the date and programme are stable. Keep a current registration list and collect dietary requirements before ordering refreshments.
Schedule the soundcheck before the audience arrives, not during seating. Test microphones, speakers, mixer, extension cords and batteries, then secure cables with gaffer tape so walkways stay clear.
Set up chairs, tables and music stands in separate zones: audience seating, playing area and reception table. Check the room and restrooms at least once before doors open, because late furniture changes can delay the concert.
Prepare the reception early enough to chill drinks and arrange reusable glasses, coffee cups, plates and serving utensils. Print the programme before the final setup period, and assign volunteers to welcome guests, manage coats and support refreshments.

Frequently asked questions

How far in advance should I organise a brass band concert?: Start at least 8 to 12 weeks before the concert. Confirm the date, venue and rehearsal space first, then allow several weeks to confirm musicians, publish invitations, process registrations and print the programme.
When should the brass band programme be finalised?: Aim to finalise the programme 3 to 4 weeks before the concert. This gives you time to confirm the running order, communicate it to the musicians and have the printed programmes produced without rushing.
How long before the concert should the soundcheck start?: Allow at least 60 to 90 minutes for setup and soundcheck before the audience enters. Test each microphone, speaker and connection with the musicians in position, rather than checking the system while guests are arriving.
How many volunteers are needed for a brass band concert?: For a small concert, plan on at least 3 volunteers: one for the welcome and registrations, one for coats and room support, and one for refreshments. Add another volunteer if the audience is large or the reception starts immediately after the performance.

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