How to organise a castle concert

A castle concert needs two plans running together: the performance and the venue operation. Start by locking the date and rooms, then confirm permits, copyright, insurance and the performers before publishing anything. Build the programme around technical timings, sound requirements and piano tuning, while separately arranging catering, toilets, parking, security and first aid. Guest administration becomes much easier when registrations, dietary requirements and directions are settled before the final week.

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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 castle rooms
3
Check permits
4
Arrange copyright
5
Check insurance
6
Confirm performers
2 people
7
Compile program
2 people
8
Confirm the setlist and timings
2 people
9
Gather technical requirements
2 people
10
Reserve sound equipment
11
Reserve piano tuning
12
Book catering
13
Reserve toilet facilities
14
Coordinate parking spaces
2 people
15
Arrange security
16
Check first aid supplies
17
Send invitations
2 people
18
Publish the program online
19
Process registrations
2 people
20
Collect dietary requirements
21
Check ticket sales
2 people
22
Print guest list
23
Prepare name badges
2 people
24
Create directions
25
Make parking signs
2 people
26
Print program brochures
2 people
27
Send artist information
28
Schedule volunteers
2 people
29
Prepare briefing
30
Check the weather forecast
31
Do the shopping
3 people
32
Collect decorations
2 people
33
Pick up the equipment
2 people

Event

34
Open venue
2 people
35
Receive deliveries
2 people
36
Clear the stage area
3 people
37
Set up the stage
4 people
38
Set up chairs
4 people
39
Set up tables
3 people
40
Set up the cloakroom
2 people
41
Set up the registration desk
2 people
42
Hang up decorations
3 people
43
Set up lighting
3 people
44
Set up the sound system
4 people
45
Connect microphones
2 people
46
Set up instruments
3 people
47
Perform sound check
3 people
48
Lay out program brochures
2 people
49
Chill drinks
2 people
50
Prepare snacks
3 people
51
Make coffee and tea
2 people
52
Build the catering buffet
3 people
53
Check toilets
2 people
54
Signpost the parking route
2 people
55
Brief volunteers
2 people
56
Welcome performers
2 people
57
Check tickets
2 people
58
Welcome guests
4 people
59
Staff the cloakroom
2 people
60
Deliver the welcome speech
61
Support the concert
3 people
62
Serve drinks
3 people
63
Refill drinks
2 people
64
Serve snacks
3 people
65
Keep buffet clean
2 people
66
Check toilets periodically
67
Announce break
68
Start second concert set
2 people
69
Announce the farewell
70
See guests out
3 people
71
Finish coat check
2 people
72
Close the register
2 people

Aftercare

73
Switch off equipment
2 people
74
Store instruments safely
3 people
75
Take down the sound system
4 people
76
Dismantle the stage
4 people
77
Clear away chairs
4 people
78
Clear tables
3 people
79
Remove decorations
3 people
80
Clear the cloakroom
2 people
81
Wash dishes
3 people
82
Collect waste
3 people
83
Clean the venue
4 people
84
Clean the restrooms
2 people
85
Collect lost property
86
Lock the castle
2 people
87
Inventory materials
2 people
88
Return rental items
2 people
89
Store leftover stock
2 people
90
Pay performers
91
Collect invoices

What to bring

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

Furniture

Stage sectionsqty 8
Stage steps
Stage skirtsqty 4
Chairsqty 180
Foldable tablesqty 12
High tablesqty 8
Coat racksqty 3
Clothes hangersqty 180
Entrance tableqty 2
Bar stoolsqty 8

Tableware

Wine glassesqty 180
Water glassesqty 180
Coffee cupsqty 120
Platesqty 120
Dessert platesqty 180
Coffee spoonsqty 120
Forksqty 180
Serving plattersqty 20
Serving tongsqty 12

Equipment

Speakersqty 4
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 4
DI boxesqty 4
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Music standsqty 16
Piano stool
Piano
Cash register
Payment terminal
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Lighting

Stage spotlightsqty 6
String lightsqty 8
Battery lanternsqty 12
Spare batteriesqty 24

Decorations

Table runnersqty 12
Flower arrangementsqty 10
Candlesqty 40
Candle holdersqty 20
Welcome sign
Program standsqty 6

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 2
Ice packsqty 20

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date and reserve the required castle rooms before confirming performers or sending invitations. Check access times as well as concert times, because staging, sound equipment and seating need a separate setup window.
Ask each performer for technical requirements and a timed setlist early. Allow a specific soundcheck period, then book the mixer, speakers, microphones, stands, DI boxes, cables and cable mats to match that information.
Treat permissions and cover as early dependencies rather than paperwork for the final week. Check permits, copyright and insurance before publishing the programme or accepting registrations.
Plan the guest route from arrival to seating. Confirm parking spaces, prepare directions and parking signs, and place the entrance table, guest list and name badges where staff can reach them without blocking the entrance.
Count service items against the guest list at least several days before the concert. Wine and water glasses, coffee cups, plates, cutlery and serving pieces are easy to overlook when catering is booked separately from the venue furniture.

Frequently asked questions

How far in advance should I plan a castle concert?: Start at least 8 to 12 weeks ahead for a small, straightforward concert. Use that time to secure the castle rooms, performers, permits, copyright, insurance, equipment, catering and guest administration.
When should I confirm the concert programme and setlist?: Confirm the programme and setlist no later than 2 to 3 weeks before the concert. This leaves time to publish accurate timings, prepare music stands and coordinate the soundcheck and piano tuning.
What should I arrange in the final week before a castle concert?: Use the final 7 days to check ticket sales, dietary requirements, parking, security, first aid supplies and the printed guest list. Reconfirm arrival times, technical access and the room layout with every supplier.
How much setup time does a castle concert need?: Reserve at least 3 to 4 hours for stage sections, steps, skirts, seating, sound equipment, cable mats and signage when the venue is not already prepared. Add more time if the castle has restricted loading access or several performance rooms.

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.