How to organise a cathedral concert

A cathedral concert needs more than a date, a choir and a programme. Start by confirming the cathedral, then build the schedule around musician availability, rehearsals, permissions and audience capacity. Ticketing, seating, access and catering should be settled before invitations go out. The acoustics and historic setting also affect microphones, speakers, lighting, cables and evacuation arrangements, so check the building with the technical and safety teams rather than leaving those details until concert day.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the concert date
2 people
2
Confirm cathedral
3
Compile program
3 people
4
Book musicians
2 people
5
Record rehearsal times
2 people
6
Check permits
7
Check insurance
8
Send invitations
2 people
9
Open online ticket sales
2 people
10
Publish promotional text
2 people
11
Distributing posters
3 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Book catering
15
Determine seating layout
2 people
16
Check accessibility
2 people
17
Check escape routes
2 people
18
Record first aid arrangements
19
Have the program printed
20
Prepare name badges
2 people
21
Email audience information
22
Make route signs
2 people
23
Reserve equipment
24
Check instrument list
2 people
25
Collect sheet music
2 people
26
Do the catering shopping
2 people
27
Sort programs
2 people
28
Bring materials to the venue
3 people
29
Store catering chilled
2 people

Event

30
Receive instruments
3 people
31
Keep loading and unloading zone clear
2 people
32
Cordon off the stage floor
3 people
33
Set up the musicians' arrangement
4 people
34
Set up music stands
3 people
35
Connect sound equipment
2 people
36
Test microphones
2 people
37
Test the lighting
2 people
38
Lay out the programs
2 people
39
Hang up decorations
3 people
40
Set up the reception desk
2 people
41
Set up coffee station
3 people
42
Chill drinks
2 people
43
Prepare snacks
3 people
44
Check toilets
2 people
45
Clear emergency exits
2 people
46
Set up doors and signage
2 people
47
Staff the audience reception
4 people
48
Hand out programs
2 people
49
Guide latecomers
2 people
50
Announce concert opening
51
Serve break drinks
4 people
52
Refill drinks
2 people
53
Serve snacks
3 people
54
Handle audience questions
2 people
55
Announce the closing
56
Guide the audience to the exit
3 people
57
Pack instruments
4 people
58
Turn off the sound equipment
2 people
59
Collect tableware
3 people
60
Collect waste
3 people

Aftercare

61
Remove decorations
3 people
62
Take down tables and chairs
4 people
63
Sweep the venue
3 people
64
Clean the restrooms
2 people
65
Label borrowed materials
2 people
66
Return equipment
2 people
67
Return instruments
3 people
68
Dispose of waste
2 people
69
Wash dishes
3 people
70
Chill leftovers
2 people
71
Store supplies
2 people
72
Do final venue inspection
2 people
73
Handle the deposit and keys

What to bring

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

Furniture

Folding chairsqty 160
Foldable tablesqty 8
Reception desk
Stoolsqty 6
Clothes racksqty 2
Bollardsqty 8

Equipment

Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Speakersqty 2
Monitor speaker
DI boxqty 2
Music standsqty 18
Conductor's lectern
Desk clip-on lightsqty 18
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
AA batteriesqty 24
AAA batteriesqty 24

Lighting

LED spotlightsqty 6
Light standsqty 3
LED candlesqty 24

Tableware

Water glassesqty 180
Coffee cupsqty 160
Tea glassesqty 40
Pastry platesqty 160
Coffee spoonsqty 160
Serving tongsqty 8
Carafesqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving traysqty 12
Measuring cupsqty 3

Decorations

Fabric table runnersqty 8
Flower arrangementsqty 6
Welcome sign
Program standsqty 4
Chalkboardsqty 4
Paper tapeqty 6
Cable tiesqty 100

Cleaning

Vacuum cleaner
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20

Catering

Groceries

Tips

Confirm the cathedral before booking musicians or opening ticket sales. Ask for its capacity, available rehearsal hours, permitted equipment, access rules and any restrictions on catering, candles or cable placement.
Work backwards from the concert date. Allow time for the programme, sheet music, rehearsal schedule, permits, insurance, printed programmes and audience information; send the final practical details at least 7 days before the concert.
Test the sound and lighting in the cathedral during a scheduled rehearsal. Check wireless microphones, stands, mixer, speakers, monitor speaker, DI box, music stands and clip-on lights in the actual performance positions.
Set the seating plan only after checking accessibility, escape routes and the reception area. Keep routes clear, mark them with signs and decide where the reception desk, chairs, tables, clothes racks and any crowd-control bollards will go.
Plan refreshments by headcount and service time, not by guesswork. Confirm dietary requirements before booking catering, and check that you have enough water glasses, coffee cups, tea glasses, pastry plates, spoons, serving tongs and carafes for the expected audience.

Frequently asked questions

How far in advance should I organise a cathedral concert?: Start at least 12 weeks before the concert, because the cathedral, musicians, permits and insurance all need confirmation. Aim to have ticket sales and promotion ready 6 to 8 weeks before the date.
When should musicians rehearse for a cathedral concert?: Record rehearsal times as soon as the musicians are booked, with the final full rehearsal ideally 1 to 2 days before the concert. Schedule a technical sound and lighting check in the cathedral before the audience arrives.
How many chairs should I arrange for a cathedral concert?: Use the cathedral’s approved audience capacity and subtract seats needed for musicians, staff, access routes and clear escape paths. Finalise the seating layout at least 2 weeks before the concert, after accessibility checks.
When should I send information to concert guests?: Email audience information 5 to 7 days before the concert. Include the address, arrival time, entrance and route details, seating or ticket instructions, accessibility information and any catering deadline.

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.