How to organise a brass band concert

A brass band concert runs smoothly when the artistic, audience and venue arrangements are handled in that order. Start by fixing the date and hall, then confirm the band, conductor, host, programme and technical needs before inviting anyone. Registrations, dietary requirements and tickets need a clear closing date. On concert day, allow time to inspect the hall, clear exits, set chairs and stands, and check that instruments and music parts have arrived.

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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 location
2 people
2
Determine repertoire and program
3 people
3
Confirm venue reservation
4
Check permits and notifications
5
Confirm brass band booking
6
Confirm conductor and host
7
Design invitations
2 people
8
Send invitations
2 people
9
Announce the concert online
10
Process registrations
11
Collect dietary requirements
12
Create visitor list and tickets
2 people
13
Print the program
2 people
14
Check the music parts
3 people
15
Inventory music stands
2 people
16
Confirm instrument transport
17
Purchase catering and drinks
2 people
18
Set up non-perishable supplies
2 people
19
Pick up venue keys
20
Open venue
2 people
21
Inspect the hall and entrance
2 people
22
Clear the exits
2 people
23
Set up chairs
4 people
24
Mark orchestra setup
2 people
25
Set up music stands
3 people
26
Set up reception tables
2 people
27
Set up tables for catering
2 people
28
Set up the entrance and coat check
2 people
29
Hang up decorations
2 people
30
Hang signs
2 people
31
Check the lighting
2 people
32
Receive instruments
3 people
33
Position instruments safely
3 people
34
Set out scores and music stands
3 people
35
Set up musicians' dressing room
2 people
36
Prepare coffee and tea
2 people
37
Chill drinks
2 people
38
Arrange snacks on platters
2 people
39
Check toilets
40
Briefing for reception team
3 people
41
Run the sound check
6 people
42
Go over the program with the conductor
3 people

Event

43
Open the doors
3 people
44
Welcome visitors
3 people
45
Hand out programs
2 people
46
Manage the cloakroom
2 people
47
Guide the first concert segment
2 people
48
Refill drinks
2 people
49
Serve break snacks
3 people
50
Serve coffee and tea
2 people
51
Guide visitors to the hall
2 people
52
Guide second concert part
2 people
53
Restock drinks and snacks
2 people
54
Collect audience questions
55
Take care of performing musicians
2 people
56
See off the last visitors
3 people
57
Finish coat check
2 people
58
Unload instruments
4 people
59
Catering breakdown
3 people

Aftercare

60
Clear away chairs and tables
4 people
61
Collect music stands
3 people
62
Remove decorations
2 people
63
Collect and sort waste
3 people
64
Wash dishes
3 people
65
Clean Kitchen and Catering Table
2 people
66
Clean the hall floor
2 people
67
Clean the restrooms
2 people
68
Do final venue inspection
2 people
69
Collect lost and found items
70
Return instruments
3 people
71
Return rental items
2 people
72
Clear away leftover stock
2 people
73
Send visitor thank-you gifts

What to bring

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

Furniture

Chairsqty 100
Tablesqty 8
Dressing room racksqty 2
Coat racksqty 3
Coat hangersqty 120
Stage sectionsqty 6

Equipment

Music standsqty 35
Conductor's lectern
Metronome
Microphoneqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 3
Spare batteriesqty 12

Tableware

Glassesqty 120
Coffee cupsqty 50
Platesqty 50
Platesqty 100
Forksqty 100
Napkin holdersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Scissorsqty 3
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Tableclothsqty 8
Balloonsqty 100
Balloon ribbonqty 2
Flower arrangementsqty 6
Welcome sign
Program boardsqty 3

Lighting

LED lightsqty 8
String lightsqty 4
Extension cordsqty 3

Cleaning

Waste binsqty 8
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date and venue before publishing invitations. Check permits, notifications, access times and key collection at least four weeks before the concert, because a reserved hall may not include permission for amplified sound or refreshments.
Lock the programme before printing anything. Confirm the repertoire, running order and music parts with the conductor, and keep one spare printed programme for every 20 visitors in case of last-minute changes or extra guests.
Close registrations 7 to 10 days before the concert. Use the final visitor list to prepare tickets, seating quantities and dietary information instead of estimating numbers on the day.
Make the orchestra layout on the floor before the musicians arrive. Allow at least 60 minutes for chairs, stage sections, music stands, the conductor’s lectern, microphones and cable runs, with gaffer tape ready to secure extension cords.
Plan refreshments separately from the performance setup. Buy drinks and catering for the confirmed attendance, prepare non-perishable supplies in advance, and check that coffee machines, kettles, thermos flasks, glasses and serving trays are ready before doors open.

Frequently asked questions

How far in advance should I book a brass band concert venue?: Book the hall and confirm the concert date at least 3 to 6 months ahead, especially if the band has limited availability. Check access, permits, storage and key collection before you announce the event.
When should I send invitations for a brass band concert?: Send invitations around 4 to 6 weeks before the concert, once the venue, band and programme are confirmed. Set a registration deadline 7 to 10 days before the performance so tickets, seating and dietary requirements can be finalised.
How much setup time does a brass band concert need?: Allow at least 90 minutes before doors open for the hall inspection, chair layout, orchestra setup, music stands, sound equipment and refreshments. Add another 30 minutes if the stage sections or instrument transport need assembling on site.
How many music stands and chairs do I need for a brass band concert?: Count the confirmed musicians and provide one music stand per player unless the band specifies a different setup. Add seating for every registered visitor, plus roughly 5% spare chairs for late changes or unexpected guests.

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