How to organise a children’s concert

Start with the date, programme and venue before inviting anyone. A children’s concert needs more than performers and chairs: you also need chaperones, registrations, accessibility checks, a child-friendly seating plan and a tested sound setup. Work backwards from opening time so printing, shopping, equipment collection and volunteer briefing are finished before families arrive. Keep one current contact list for participants, artists and volunteers, including dietary and access requirements.

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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
Set the date and program
2 people
2
Reserve venue
3
Book performers and chaperones
4
Check permits
5
Check insurance details
6
Design invitations
2 people
7
Send invitations
2 people
8
Open the registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Check accessibility
12
Create the participants' contact list
13
Confirm reservations
14
Print the music program
2 people
15
Prepare name badges
2 people
16
Work out the stage layout
2 people
17
Create a seating plan for children
2 people
18
Assign volunteers
19
Send artist information
20
Share the route and parking details
21
Check the shopping list
2 people
22
Do the shopping
2 people
23
Chill drinks
2 people
24
Collect materials
2 people

Event

25
Open venue
2 people
26
Check the hall and entrance
2 people
27
Set up tables
3 people
28
Set up chairs
4 people
29
Clear the stage
3 people
30
Set up sound equipment
3 people
31
Connect microphones
2 people
32
Set up instruments
3 people
33
Perform sound check
3 people
34
Hang decorations
3 people
35
Install lighting
2 people
36
Set up registration desk
2 people
37
Set up the catering table
2 people
38
Prepare snacks
3 people
39
Check toilets
40
Clear emergency exits
2 people
41
Welcome performers
2 people
42
Assist performers
2 people
43
Welcome visitors
4 people
44
Check off registrations
3 people
45
Guide children to their seats
4 people
46
Announce the program
47
Perform children’s concert
6 people
48
Serve break drinks
4 people
49
Refill drinks
2 people
50
Refill snacks
2 people
51
Guide children at departure
4 people
52
See off the artists
2 people
53
Cover leftover food
2 people

Aftercare

54
Turn off the sound equipment
2 people
55
Dismantle equipment
3 people
56
Pack instruments
3 people
57
Remove decorations
3 people
58
Clear tables and chairs
4 people
59
Wash dishes
3 people
60
Collect waste
2 people
61
Clean the room
3 people
62
Clean the restrooms
2 people
63
Collect lost and found items
64
Lock up the venue
2 people
65
Return rented materials
2 people
66
Clear away leftover groceries
67
Thank those involved

What to bring

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

Furniture

Chairsqty 100
Children’s tablesqty 8
Registration desk
Catering tablesqty 3
Clothes racksqty 2

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Speaker cablesqty 4
Microphone cablesqty 6
Power stripsqty 6
Extension cordsqty 6
Music standsqty 8
Keyboard
Keyboard stand
Guitar amplifier
Stage sectionsqty 4
Gaffer tapeqty 4

Tableware

Reusable drinking cupsqty 120
Reusable platesqty 100
Reusable forksqty 100
Reusable knivesqty 50
Serving spoonsqty 6
Thermos flasksqty 4
Water jugsqty 6

Kitchen

Coolersqty 4
Serving traysqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Measuring cupsqty 2
Ice packsqty 12

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Stage backdrop
Tableclothsqty 12
Directional signsqty 8

Lighting

LED spotlightsqty 4
String lightsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Other

First aid kit
Walkie-talkiesqty 4
Clipboardsqty 4
Ballpoint pensqty 20
Name badge holdersqty 20
Program leafletsqty 110
Wristbandsqty 100
Cash register or cash box

Catering

Groceries

Tips

Set the programme and venue first, then book performers and chaperones before sending invitations. Allow at least 2–3 weeks for registrations and follow-up, especially if you need dietary information or a children’s contact list.
Treat safeguarding and permissions as planning tasks, not last-minute paperwork. Check permits, insurance details and chaperone arrangements at least 4 weeks before the concert, and record who is responsible for each group of children.
Build the room around the children’s view and movement. Decide the stage layout, place children’s seating where they can see the performers, and keep registration, clothes racks and catering away from entrances and evacuation routes.
Test the complete sound chain before doors open: mixer, active speakers, microphones, stands, cables, DI boxes and power. Tape loose cables with gaffer tape and keep spare extension cords and power strips available; a soundcheck 60–90 minutes beforehand leaves time to fix faults.
Finish food, drinks and printed materials before the audience arrives. Chill drinks, fill water jugs and thermos flasks, print the music programme, prepare name badges and open the registration desk at least 30 minutes before the advertised start.

Frequently asked questions

How far in advance should I plan a children’s concert?: Start at least 6–8 weeks ahead. Book the venue, performers and chaperones first, then allow 2–3 weeks for invitations and registrations and use the final week for confirmations, printing and equipment checks.
How many chaperones do I need for a children’s concert?: Use your organisation’s safeguarding ratio rather than guessing, and assign named adults before invitations go out. Confirm the final number at least 1 week before the event, once registrations and access or dietary information are known.
When should I send invitations for a children’s concert?: Send them 3–4 weeks before the concert and keep registration open for about 2 weeks. Close or review registrations at least 5–7 days beforehand so you can create the contact list, seating plan and name badges.
How early should the venue open on concert day?: Open the venue 2–3 hours before the audience arrives. Use that time for stage and seating setup, soundcheck, registration preparation, volunteer briefing, drink chilling and a final accessibility and safety check.

Start this plan in Lizzt

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