How to organise a brass band concert
A brass band concert needs more than a confirmed ensemble and a room. Start by fixing the date, venue, permits and band, then build the programme and technical plan around the musicians and audience. Registrations, dietary requirements, chairs, catering and printed programmes need firm deadlines because they affect the final visitor count. Use the last week for practical checks: scores, name badges, route information, sound equipment and a room setup that lets the band play without last-minute changes.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Reserve the room
- 2
Set the concert date
2 people
- 3
Check permits
- 4
Confirm brass band
- 5
Compile program
2 people
- 6
Align the repertoire
2 people
- 7
Confirm Conductor
- 8
Compile musician list
- 9
Design invitations
- 10
Send invitations
2 people
- 11
Publish concert online
- 12
Hang posters
2 people
- 13
Open the registration form
- 14
Process registrations
- 15
Collect dietary requirements
- 16
Update visitor list
- 17
Order program brochures
- 18
Collect music scores
2 people
- 19
Copy music scores
2 people
- 20
Prepare name badges
- 21
Order catering
- 22
Reserve Chairs
- 23
Reserve sound system
- 24
Develop the technical plan
2 people
- 25
Share route directions
- 26
Check the weather forecast
- 27
Do the shopping
2 people
- 28
Pick up chilled products
2 people
- 29
Fold program brochures
3 people
- 30
Check musical instruments
3 people
Event
- 31
Open hall
2 people
- 32
Receive deliveries
2 people
- 33
Set up chairs
4 people
- 34
Set up tables
3 people
- 35
Set up musician seating
3 people
- 36
Set up music stands
3 people
- 37
Set up the sound system
3 people
- 38
Connect microphones
2 people
- 39
Check lighting
2 people
- 40
Perform sound check
3 people
- 41
Lay out the sheet music
2 people
- 42
Prepare catering
3 people
- 43
Chill drinks
2 people
- 44
Set out coffee and tea
2 people
- 45
Set out snacks
2 people
- 46
Set up the registration desk
2 people
- 47
Lay out program brochures
2 people
- 48
Welcome musicians
2 people
- 49
Open the public entrance
2 people
- 50
Welcome visitors
3 people
- 51
Hand out program brochures
2 people
- 52
Give the opening speech
- 53
Support the concert
2 people
- 54
Serve break drinks
4 people
- 55
Refill drinks
2 people
- 56
Restock break snacks
2 people
- 57
Guide second concert part
2 people
- 58
Provide musicians with water
2 people
- 59
Answer audience questions
2 people
- 60
Deliver closing remarks
- 61
Serve the socializing drinks
4 people
- 62
Refill drinks
2 people
- 63
See Musicians Off
2 people
- 64
See the audience out
3 people
Aftercare
- 65
Turn off the sound equipment
2 people
- 66
Collect tableware
3 people
- 67
Clear away food and drinks
3 people
- 68
Collect waste
3 people
- 69
Clear away chairs and tables
4 people
- 70
Pack music stands
3 people
- 71
Dismantle sound system
3 people
- 72
Wash dishes
3 people
- 73
Clean the room
4 people
- 74
Check toilets
- 75
Return materials
2 people
- 76
Return sound system
2 people
- 77
Store leftover stock
2 people
- 78
Register lost property
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 160
- Tablesqty 12
- Tableclothsqty 12
- Clothes racksqty 2
- Music standsqty 45
- Conductor's lectern
- Stoolsqty 4
Equipment
- Audio mixer
- Speakersqty 2
- Microphonesqty 4
- Microphone standsqty 4
- DI boxesqty 2
- Music stand lightsqty 12
- Extension cordsqty 8
- Power stripsqty 8
- Gaffer tapeqty 4
- Cable traysqty 6
- Cable tiesqty 100
- Spare batteriesqty 24
- Walkie-talkiesqty 4
Lighting
- LED work lightsqty 4
- Mood lightingqty 4
Decorations
- Entrance sign
- Program standsqty 3
- Flower arrangementsqty 4
- Name badgesqty 50
- Pensqty 20
Tableware
- Coffee cupsqty 100
- Glassesqty 180
- Platesqty 180
- Forksqty 180
- Knivesqty 180
- Spoonsqty 120
- Serving plattersqty 12
- Serving spoonsqty 8
- Coffee potsqty 4
- Thermos flasksqty 6
Kitchen
- Kettlesqty 3
- Coolersqty 4
- Cutting boardsqty 3
- Chef's knifeqty 3
- Serving tongsqty 6
- Aluminum foilqty 2
- Cling filmqty 2
Cleaning
- Vacuum cleaner
- Mopsqty 3
- Bucketsqty 3
- Broomqty 2
- Dustpan and brushqty 2
- Cleaning glovesqty 6
- Waste binsqty 6
Catering
- Groceries
Tips
- Set the date and reserve the room before inviting musicians or publishing the concert. Check permits at the same stage, since an approval issue discovered two weeks before the event can affect the entire plan.
- Confirm the brass band, conductor, musician list and repertoire before designing the programme. Allow at least 2–3 weeks to collect and copy music scores, especially if several sections need their own parts.
- Open registration as soon as the concert is published and update the visitor list at least once a week. Close or review registrations 7–10 days before the concert so you can order the right number of chairs, brochures, badges and meals.
- Create the technical plan around the actual room and ensemble: place music stands, the conductor’s lectern, microphones, speakers and power supplies before the event day. Keep extension cords, spare batteries, gaffer tape and cable ties available for changes and repairs.
- Schedule the room setup and sound check on the same day, with at least 2 hours before doors open. Mark seating, programme stands, entrance signs and catering areas, and share route directions with visitors before the final week.
Frequently asked questions
- How far in advance should I organise a brass band concert?
- Start at least 8–12 weeks ahead. Reserve the room, set the date, check permits and confirm the band first; leave the final 2 weeks for registrations, printing, catering and technical checks.
- When should I confirm the concert programme and repertoire?
- Confirm the repertoire around 6 weeks before the concert. This gives musicians time to receive or copy scores and gives you enough time to prepare programme brochures and publicity.
- When should I close registrations for a brass band concert?
- Review or close registrations 7–10 days before the event. Use the final number to update the visitor list and order chairs, catering, name badges and printed programmes.
- How much setup time does a brass band concert need?
- Plan at least 2 hours for room setup and a sound check before the audience arrives. Allow extra time if you need to position a full set of music stands, microphones, speakers, lighting and cable protection.
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