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

A children’s concert needs more than a booked performer and a room. Start by confirming the date, venue and artists, then manage registrations, dietary requirements and visitor information before preparing the programme. On the day, allow time to check the rooms, clear the stage, test every microphone and arrange child-friendly seating. The details people often leave too late are the sound check, coat storage, refreshments and a clear registration desk.

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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 people
2
Book artists
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Make reservations
7
Check visitor list
2 people
8
Share performer information
9
Print the program
10
Do the shopping
2 people
11
Collect materials
2 people
12
Chill drinks
2 people
13
Prepare snacks
3 people

Event

14
Open venue
2 people
15
Check rooms
2 people
16
Clear the stage
3 people
17
Set up sound equipment
3 people
18
Connect microphones
2 people
19
Perform sound check
3 people
20
Set up tables
3 people
21
Set up chairs and cushions
3 people
22
Set up the registration desk
2 people
23
Set up the catering buffet
3 people
24
Hang decorations
3 people
25
Set up kids' corner
2 people
26
Check toilets
27
Clear emergency routes
2 people
28
Welcome performers
2 people
29
Set up the artists' room
30
Brief volunteers
2 people
31
Open the doors
4 people
32
Welcome visitors
4 people
33
Hand out programs
2 people
34
Serve drinks
3 people
35
Serve snacks
3 people
36
Supervise kids' area
2 people
37
Announce the concert
38
Support the concert
3 people
39
Refill drinks
2 people
40
Refill snacks
2 people
41
Supervise the break program
2 people
42
Supervise the photo corner
43
Support the evening program
2 people
44
Serve the last round
2 people
45
Wave goodbye to visitors
3 people

Aftercare

46
Dismantle audio equipment
3 people
47
Dismantle furniture
3 people
48
Wash dishes
3 people
49
Collect waste
2 people
50
Clean the venue
3 people
51
Remove decorations
2 people
52
Empty the coolers
2 people
53
Gather borrowed items
2 people
54
Return materials
2 people
55
Clear away leftover stock
2 people
56
Handle lost and found

What to bring

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

Furniture

Chairsqty 100
Children’s tablesqty 6
Adult tablesqty 6
Foldable tablesqty 2
Beanbagsqty 20
Coat racksqty 2

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Musical instrumentsqty 4
DI boxesqty 2
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Laptop for music
Music standsqty 4

Lighting

LED stage spotsqty 4
String lightsqty 3

Tableware

Reusable cupsqty 120
Reusable platesqty 120
Children's cutleryqty 60
Adult cutleryqty 60
Coffee cupsqty 30
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 4
Measuring cupsqty 2
Kitchen supplies

Decorations

Balloonsqty 100
Balloon pumpqty 2
Paper garlandsqty 8
Tableclothsqty 12
Photo backdrop
Tapeqty 4
Cable tiesqty 100
Name stickersqty 120

Cleaning

Waste binsqty 6
Dustpans and brushesqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Confirm the artists, venue and date before sending invitations. Keep registration open long enough to collect attendance numbers and dietary requirements, then use the final visitor list to plan chairs, cushions, tables and snacks.
Schedule the sound check before families arrive, not during registration. Test the active speakers, mixer, microphones, cables and DI boxes with the performers, and keep extension cords and power strips safely out of walkways.
Set up separate areas for arrival, seating, food and children’s activities. A registration desk near the entrance, coat racks close by, and a kids’ corner away from the stage help prevent congestion.
Prepare refreshments after the practical setup is complete. Chill drinks, fill coolers and thermos flasks, arrange reusable cups and plates, and prepare snacks only after you know the final dietary requirements.
Print the programme and share performer information before the doors open. Leave a short buffer between setup and arrival so you can check the rooms, stage, lighting and buffet without families waiting nearby.

Frequently asked questions

How far in advance should I organise a children’s concert?: Confirm the date, venue and artists at least 8 to 12 weeks before the concert. Send invitations once the programme and registration method are ready, then review registrations and dietary requirements during the final week.
How long should a children’s concert sound check take?: Allow at least 45 to 60 minutes for the sound check, especially when there are several microphones or musical instruments. Test each microphone, speaker, cable and DI box with the performers in the actual room.
How many chairs and cushions do I need for a children’s concert?: Prepare seating for every registered visitor and performer, then keep 5 to 10 percent extra seating available for late changes. Use cushions or beanbags in a defined children’s area and adult chairs behind or beside it.
When should I prepare snacks and drinks for a children’s concert?: Chill drinks and set out the serving equipment during the final setup period, usually 60 to 90 minutes before doors open. Prepare snacks after checking the final dietary list, and keep the buffet covered until guests arrive.

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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.