How to organise a children’s concert from start to finish

A children’s concert needs more than a performer and a room. Start by fixing the date, venue layout and technical setup, then build the programme around registration numbers, supervision and safe movement through the hall. Give families practical visitor information early, including arrival details and dietary arrangements. In the final week, confirm volunteers, emergency procedures, equipment and catering; on the day itself, leave enough time for soundcheck, room setup and registration before children 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 time
2
Confirm the venue and room layout
2 people
3
Reserve artist and technical setup
4
Check permits and insurance
5
Draft invitations
2 people
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Create the program and schedule
2 people
10
Send visitor information
11
Book catering
12
Coordinate technical requirements
2 people
13
Create floor plan for the hall
14
Assign volunteers
15
Assign first aid lead
16
Check emergency exits
2 people
17
Brief Child Supervisors
2 people
18
Make wristbands and name badges
2 people
19
Print the visitor list
20
Check the weather forecast
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare catering
3 people
24
Collect materials
3 people
25
Pick up venue keys
26
Open hall
2 people
27
Build stage sections
4 people
28
Set up chairs
4 people
29
Set up tables
2 people
30
Connect the sound system
3 people
31
Test microphones
2 people
32
Test Sound System
2 people
33
Check the lighting and power
2 people
34
Hang decorations
3 people
35
Set up the entrance and coat check
2 people
36
Set up the catering buffet
3 people
37
Set up kids' corner
2 people
38
Check toilets
39
Place first aid kit
40
Set up the registration table
2 people
41
Welcome the artist
2 people
42
Set up the artist dressing room
2 people
43
Run the sound check
3 people
44
Brief volunteers
2 people

Event

45
Open the doors
4 people
46
Welcome visitors
4 people
47
Check tickets and wristbands
2 people
48
Manage the cloakroom
2 people
49
Serve drinks and snacks
4 people
50
Refill drinks
2 people
51
Guide latecomers
2 people
52
Announce the concert
53
Support the concert
3 people
54
Supervise children's activities
3 people
55
Handling audience questions
56
Arrange farewell and thank-you
2 people
57
Close the distribution point
2 people
58
Guide visitors to the exit
3 people
59
Collect lost and found items

Aftercare

60
Dismantle equipment
3 people
61
Take down the stage and chairs
4 people
62
Wash dishes
3 people
63
Collect waste
3 people
64
Clean the room
4 people
65
Remove decorations
2 people
66
Check materials
2 people
67
Return supplier materials
2 people
68
Handle lost and found
69
Store leftover stock
2 people

What to bring

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

Furniture

Chairsqty 120
Children’s tablesqty 6
Buffet tablesqty 4
Registration desk
Coat racksqty 3
Changing room table
Stage sectionsqty 6
Children's benchesqty 8

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Music player
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Cable tiesqty 100
Laptop
Power splitterqty 2

Lighting

Stage lightsqty 4
Mood lightingqty 4
Light standsqty 2

Tableware

Reusable cupsqty 150
Children's cupsqty 60
Reusable platesqty 150
Cutlery setsqty 150
Coffee cupsqty 40
Serving spoonsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 4
Water jugsqty 6
Cutting boardsqty 3
Knivesqty 6
Pliersqty 6
Serving traysqty 8

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Stage backdrop
Arrows and signageqty 20
Name stickersqty 150

Cleaning

Waste binsqty 8
Cleaning bucketqty 2
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Safety

First aid kit
Flashlightsqty 3
Bollardsqty 8
Barrier tapeqty 2

Catering

Groceries

Tips

Confirm the venue layout before inviting anyone. Allow space for a registration desk, coat racks, a changing area, children’s seating, the stage, buffet tables and clear emergency routes.
Book the artist and technical setup before sending invitations. Confirm the mixer, microphones, speakers, stage lighting, power requirements and who will run the soundcheck at least two weeks ahead.
Close registrations with enough time to print the visitor list and prepare wristbands or name badges. Collect dietary requirements when people register, then pass the final numbers to catering no later than 5–7 days before the concert.
Assign volunteers to specific jobs rather than asking for general help. Have named people for registration, child supervision, first aid, technical support and the changing area, and brief them before doors open.
Build a realistic day-of schedule with at least 60–90 minutes for room setup and a separate soundcheck. Chill drinks, prepare catering and collect venue keys before visitors arrive; a late key pickup can delay every other task.

Frequently asked questions

How far in advance should I plan a children’s concert?: Start at least 8–12 weeks before the concert. Secure the venue, artist and technical setup first, then allow time for invitations, registrations, permits, volunteers and catering.
When should I send invitations for a children’s concert?: Send them around 6–8 weeks before the event, with a clear registration deadline. Close registrations 5–7 days before the concert so you can finalise the visitor list, dietary information, badges and catering.
How many volunteers do I need for a children’s concert?: Plan named cover for registration, child supervision, first aid, technical support and catering, then add one extra volunteer for every 15–20 children. The exact number depends on the room layout and the length of the programme.
How early should we arrive on the concert day?: Give the organising team at least 90 minutes before doors open. Use that time for furniture, stage and lighting setup, cable safety checks, catering, registration materials and a full soundcheck.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.