How to organise a children's concert

A children’s concert needs more than a performer and a room. Start by securing the venue and artist, then build the programme, budget and registration process around the audience’s age, access needs and likely arrival pattern. Allow time for dietary information, technical checks and volunteer instructions; these details are often left until the final week. A clear run sheet keeps registration, activities, performance and refreshments moving without long waits for children.

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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
Reserve the room
2
Book the performer
3
Check music rights
4
Compile program
2 people
5
Set the budget
2 people
6
Design invitations
7
Send invitations
2 people
8
Open the registration form
9
Process registrations
10
Collect dietary requirements
11
Check accessibility
12
Send parking information
13
Confirm artist travel
14
Request technical requirements
15
Book catering
16
Choose children's activities
2 people
17
Develop the run sheet
18
Create a contact list
19
Assign volunteers
20
Prepare name badges
21
Lay out wristbands
22
Purchase decorations
23
Do the shopping
2 people
24
Chill drinks
2 people
25
Check materials
2 people
26
Send the artist briefing
27
Open hall
2 people
28
Check emergency exits
2 people
29
Check the hall floor
2 people
30
Check the stage
2 people
31
Set up tables
3 people
32
Set up chairs
4 people
33
Set up children's areas
2 people
34
Set up the sound system
3 people
35
Connect microphones
2 people
36
Set up instruments
2 people
37
Perform sound check
3 people
38
Test lighting
2 people
39
Hang decorations
3 people
40
Set up registration desk
2 people
41
Set up the catering table
3 people
42
Chill drinks
2 people
43
Prepare snacks
3 people
44
Check toilets
45
Prepare first aid supplies

Event

46
Welcome the artist
2 people
47
Set up artist dressing room
48
Do the final sound check
3 people
49
Brief volunteers
2 people
50
Welcome visitors
4 people
51
Check off registrations
2 people
52
Hand out wristbands
2 people
53
Announce the program
54
Lead the children’s concert
3 people
55
Serve drinks
3 people
56
Serve snacks
3 people
57
Refill drinks
2 people
58
Check the Toilets in Between
59
Guide children
3 people
60
Check photo and video consent
61
Announce break
62
Guide the audience to the exit
3 people
63
See the artist off
2 people

Aftercare

64
Collect lost property
2 people
65
Clean up catering
3 people
66
Wash dishes
2 people
67
Collect waste
3 people
68
Remove decorations
3 people
69
Fold chairs
3 people
70
Fold up the tables
2 people
71
Take down the sound system
3 people
72
Pack instruments
2 people
73
Clean the room
3 people
74
Clean the restrooms
2 people
75
Count materials
2 people
76
Return borrowed items
2 people
77
Store leftover catering
2 people
78
Report lost and found items
79
Send thank-you message

What to bring

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

Furniture

Chairsqty 100
Children’s tablesqty 8
Buffet tablesqty 4
Registration desk
Changing room table
Folding chairsqty 6

Equipment

Active speakersqty 2
Mixing console
Wireless microphonesqty 3
Microphone standsqty 3
Speaker cablesqty 4
Microphone cablesqty 6
Power stripsqty 6
Extension cordsqty 6
DI boxesqty 2
Music standsqty 4
Stage monitor
Laptop for music
Spare batteriesqty 12

Decorations

Balloonsqty 100
Balloon arch
Buntingqty 6
Backdrop cloth
Stage curtain
Paper starsqty 20
Tableclothsqty 12
Directional signsqty 8

Lighting

LED spotlightsqty 4
Light standsqty 2
Battery lanternsqty 6

Tableware

Reusable cupsqty 120
Reusable platesqty 120
Children's cutlery setsqty 100
Serving bowlsqty 12
Serving spoonsqty 12

Kitchen

Coolersqty 4
Thermos flasksqty 3
Kettlesqty 2
Cutting boardsqty 3
Kitchen knivesqty 3

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 3
Rubber glovesqty 6

Safety

First aid kit
Barrier tapeqty 4
Cable matsqty 8
Flashlightsqty 4

Registration

Name badgesqty 120
Wristbandsqty 120
Clipboardsqty 3
Ballpoint pensqty 12
Program cardsqty 120

Catering

Groceries

Tips

Book the room and performer before publishing invitations, then request the artist’s technical requirements early. Confirm whether you need active speakers, microphones, stands, cables, a mixing console or a stage monitor, rather than discovering gaps during setup.
Open registration only after you know the programme, capacity and access arrangements. Ask for dietary requirements at sign-up and send parking and arrival information at least 5 days before the concert.
Plan the audience flow in 15-minute blocks: registration, seating, activities, performance and refreshments. Keep the registration desk separate from the children’s tables and leave a clear route to the changing room area.
Assign volunteers to specific jobs rather than asking for general help. For a small concert, use at least one person for registration, one for performer support and one for children’s activities; add cover for breaks.
Schedule the sound check before doors open, with the performer present if possible. Test wireless microphones, spare batteries, power strips, extension cords and the music laptop, and keep directional signs ready before families arrive.

Frequently asked questions

How long does it take to organise a children's concert?: Allow at least 6 to 8 weeks for a straightforward concert. Use the first 2 weeks to reserve the room, book the performer and set the budget; registrations, catering and volunteer planning should follow before the final fortnight.
How many volunteers do you need for a children's concert?: Plan on at least 3 volunteers for a small event: one at registration, one supporting the performer and one supervising activities. Add one volunteer for roughly every 25 to 30 children if the programme includes several activity areas.
When should invitations for a children's concert be sent?: Send invitations 3 to 4 weeks before the concert and close registrations 5 to 7 days beforehand, unless the venue reaches capacity earlier. Use the final week to confirm dietary requirements, accessibility needs and arrival information.
How early should you do the sound check for a children's concert?: Finish the sound check 60 to 90 minutes before doors open. Test every microphone, cable, speaker, monitor and music source, and keep spare batteries and a backup playback device available.

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