How to organise a children's concert

A children's concert needs more than a programme and a stage. Start by confirming the date, venue and musicians, then build the programme around the room, sound requirements and expected audience. Registration details shape everything from seating and dietary information to emergency contacts and volunteer numbers. Work backwards from the concert start time so printing, shopping, setup and the technical check are finished before families 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 date and location
2
Hire musicians
2 people
3
Confirm venue booking
4
Reserve sound system
5
Check permits
6
Check insurance
7
Compile program
2 people
8
Create a registration form
9
Design invitations
10
Send invitations
2 people
11
Process registrations
12
Collect dietary requirements
13
Send confirmations
14
Recruit volunteers
2 people
15
Assign volunteers
16
Collect emergency contacts
17
Share route directions
18
Share parking information
19
Check numbers and texts
2 people
20
Request technical requirements
21
Print the run sheet
22
Make name badges
23
Print program leaflets
24
Check the shopping list
25
Do the shopping
2 people
26
Set up non-perishable supplies
27
Purchase refrigerated products
2 people
28
Pick up venue keys

Event

29
Receive sound system delivery
2 people
30
Set up stage sections
4 people
31
Set up chairs
4 people
32
Set up tables
2 people
33
Connect the sound system
2 people
34
Test microphones
2 people
35
Connect the instruments
2 people
36
Place musical instruments
2 people
37
Hang decorations
3 people
38
Set up the entrance table
2 people
39
Set up the catering table
3 people
40
Chill drinks
2 people
41
Prepare coffee and tea
2 people
42
Prepare snacks
3 people
43
Place allergen cards
44
Check toilets
45
Clear emergency exits
2 people
46
Brief the entrance crew
2 people
47
Welcome musicians
2 people
48
Run the sound check
3 people
49
Welcome the audience
4 people
50
Hand out program brochures
2 people
51
Guide children's seating
3 people
52
Open the concert
53
Support the concert
2 people
54
Refill drinks
2 people
55
Serve snacks
3 people
56
Lead the break
4 people
57
Escort children to the restroom
2 people
58
Moderate audience questions
59
Close the concert
60
Escort the audience outside
4 people
61
Collect lost and found items

Aftercare

62
Clean up catering
3 people
63
Wash dishes
3 people
64
Collect waste
3 people
65
Clear away chairs
4 people
66
Clear tables
2 people
67
Take down stage sections
4 people
68
Disconnect the sound system
2 people
69
Remove decorations
3 people
70
Clean the venue
4 people
71
Clean the restrooms
2 people
72
Pack leftover food
2 people
73
Prepare equipment for return
2 people
74
Return sound system
2 people
75
Return rental items
2 people
76
Return lost and found items

What to bring

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

Furniture

Chairsqty 120
Children’s tablesqty 6
Adult tablesqty 8
Foldable tablesqty 4
Stage sectionsqty 6
Lecternsqty 3
Dressing room racksqty 2
Waste binsqty 8

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 60
Tea glassesqty 40
Dinner platesqty 150
Dessert platesqty 150
Children's cutleryqty 100
Adult cutleryqty 60
Serving plattersqty 12
Serving tongsqty 8

Equipment

Sound system
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Monitor speaker
DI boxesqty 3
Music standsqty 5
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 10
Gaffer tapeqty 4
Laptop
Spare batteriesqty 12
Stage monitor

Decorations

Balloonsqty 100
Balloon pumpqty 2
Paper garlandsqty 12
Arrival signqty 2
Directional signsqty 8
Tableclothsqty 14
Allergen cardsqty 20
Name badgesqty 30
Program leafletsqty 130
Colored pencilsqty 40
Drawing sheetsqty 120

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Measuring cupsqty 2
Ice packsqty 16
Food containersqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Trash bag holdersqty 8

Lighting

LED work lightsqty 4
Mood lightingqty 4
Night lightingqty 4

Catering

Groceries

Tips

Confirm the venue, musicians and sound system before sending invitations. Ask for the musicians’ technical requirements at least 3–4 weeks ahead, including microphones, monitor speakers, DI boxes and power needs.
Open registration with a clear deadline, then collect dietary requirements and emergency contacts in the same form. Send confirmations only after checking the final numbers, so seating, name badges, refreshments and printed programmes match attendance.
Assign volunteers to specific jobs rather than asking for general help. For a small concert, plan at least one person for registration, one for room support and one to stay available for performers and technical issues.
Schedule the sound check before guests arrive and leave at least 60 minutes for setup. Test the mixer, wireless microphones, speakers, laptop, extension cords and cable runs, then secure cables with cable trays and gaffer tape.
Prepare the run sheet, leaflets, badges, directions and parking information before the final week. Do the shopping after numbers are confirmed, and check chairs, children's tables, cups, plates, cutlery and waste bins against the room layout.

Frequently asked questions

How far in advance should I organise a children's concert?: Start planning at least 8–12 weeks before the concert. Book the venue and musicians first, confirm technical requirements 3–4 weeks ahead, and send invitations once the registration process is ready.
How many volunteers do I need for a children's concert?: Plan for at least 3 volunteers for a small concert: one for arrivals and registration, one for seating and general room support, and one for performers and practical issues. Add one extra volunteer for each busy entrance, serving area or additional audience section.
When should I do the sound check for a children's concert?: Complete the sound check at least 60 minutes before the audience arrives. Allow extra time if you are using wireless microphones, a mixer, monitor speakers, DI boxes or several stage sections.
When should I print the concert programme and name badges?: Print the run sheet, programme leaflets and name badges 2–3 days before the concert, after registrations and spelling checks are complete. Keep a small surplus of around 10% for late changes or unexpected guests.

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