How to organise a carillon concert

A carillon concert needs more coordination than a standard outdoor performance: the instrument is fixed in a tower, access may be restricted, and the audience often listens from outside. Start by confirming the carillonneur, concert date and tower access before arranging publicity or catering. Then work through permissions, timings, seating, sound, volunteers and weather cover in that order. The final checks should focus on power, lighting, microphones, signs and refreshments, because small oversights are difficult to fix once guests arrive.

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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 venue and tower access
2
Confirm the concert date with the carillonneur
3
Check permits and notifications
4
Set the schedule and times
2 people
5
Set the admission policy and donation box
2 people
6
Send invitations
2 people
7
Publish concert publicity
2 people
8
Process registrations
9
Collect dietary requirements
10
Schedule volunteers
2 people
11
Reserve chairs and tents
12
Determine catering quantities
2 people
13
Check the shopping list
2 people
14
Print programs and signage
2 people
15
Check the weather forecast
16
Do the shopping
2 people
17
Inspect the venue and surroundings
2 people
18
Set up tents and parasols
4 people
19
Set up tables and chairs
4 people
20
Set up signage
2 people
21
Set up the registration desk
2 people
22
Connect the sound system
2 people
23
Test microphone and sound
2 people
24
Check lighting and power
2 people
25
Chill drinks
2 people
26
Set up the coffee area and buffet
3 people
27
Prepare snacks
3 people

Event

28
Welcome the carillonneur
29
Welcome the audience
3 people
30
Hand out programs
2 people
31
Handle entry and donations
2 people
32
Announce the concert
33
Provide crowd support
2 people
34
Serve coffee and snacks
3 people
35
Refill drinks
2 people
36
Track waste and tables
2 people
37
Announce break
38
Guide the audience to the exit
2 people

Aftercare

39
Turn off the sound system
2 people
40
Clear tables and chairs
4 people
41
Take down tents and parasols
4 people
42
Wash tableware and equipment
3 people
43
Clean the venue
3 people
44
Collect and remove waste
2 people
45
Check borrowed materials
2 people
46
Return materials
2 people
47
Remove programs and signs
2 people

What to bring

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

Furniture

Chairsqty 100
Tablesqty 8
Party tentsqty 2
Parasolsqty 4

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8

Equipment

Compact sound system
Wireless microphonesqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 4

Lighting

LED lampsqty 8
Light Stripsqty 4

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Program boardsqty 6
Directional signsqty 10
Program leafletsqty 120

Catering

Drink dispensersqty 3
Thermos flasksqty 6
Serving tongsqty 6
Groceries

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Mixing bowlsqty 4
Measuring cupsqty 2

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 6
Cleaning clothsqty 12

Tips

Confirm tower access and the concert time with the carillonneur before publishing invitations. Ask when the performer needs to enter, how equipment reaches the tower and whether any areas must remain clear.
Check permits and public notifications early, ideally at least four weeks before the concert. Outdoor seating, tents, amplified sound and food service may each involve different requirements.
Set one arrival time for volunteers and one guest-opening time. Registration, seating, signs and the donation box should be ready at least 30 minutes before the music starts.
Plan refreshments from the expected attendance, not from the number of invitations sent. Have separate serving points for coffee and cold drinks, and check dietary requirements before buying catering supplies.
Treat weather and sound as two separate risks. Check the forecast 48 hours beforehand, prepare tents or parasols, and test the compact sound system, wireless microphones, power and lighting before guests arrive.

Frequently asked questions

How far in advance should I organise a carillon concert?: Start at least 8 to 12 weeks ahead. Confirm the carillonneur, venue and tower access first, then allow four weeks or more for permits, publicity, registrations and volunteer planning.
When should volunteers arrive for a carillon concert?: Schedule the first volunteers 90 minutes before the advertised start. Registration, seating, signs, refreshments, power and sound checks usually need more time than expected, especially at a tower venue.
How many chairs do I need for a carillon concert?: Prepare chairs for the number of guests who have registered, plus about 10 percent spare if space allows. Keep clear routes to entrances, the registration desk and any tower access points.
When should I check the weather for an outdoor carillon concert?: Check it 48 hours before the concert and again on the morning of the event. That gives you time to adjust tents, parasols, seating, lighting, sound protection and refreshments without delaying the opening.

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