How to organise a choir concert from first plan to final encore

A choir concert comes together through a clear sequence: secure the venue, confirm every choir and soloist, then build the programme around rehearsal time and technical needs. Registrations, dietary requirements and audience information should be handled before the final weeks, not during them. Sound, stage layout and performer spaces need a separate check because a piano, microphones and music stands affect the room setup. This guide helps you organise the work in the order that prevents last-minute gaps.

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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
Send invitations
2 people
2
Open registrations
3
Process registrations
2 people
4
Collect dietary requirements
5
Reserve venue
6
Arrange piano accompaniment
7
Compile program
3 people
8
Confirm choirs and soloists
2 people
9
Create rehearsal schedule
2 people
10
Collect sheet music
2 people
11
Write presentation texts
12
Design concert poster
13
Distribute concert posters
2 people
14
Schedule volunteers
2 people
15
Set admission prices
2 people
16
Prepare the payment method
17
Create the lineup
2 people
18
Work out the stage layout
2 people
19
Record technical requirements
2 people
20
Publish audience information
21
Check the shopping list
2 people
22
Do the shopping
2 people
23
Print program booklets
2 people
24
Prepare name badges
25
Close registrations
26
Print the visitor list
27
Sort refreshments
2 people
28
Chill drinks
2 people
29
Prepare sheet music
2 people
30
Brief volunteers
2 people

Event

31
Open venue
2 people
32
Check the Venue
2 people
33
Set up chairs
4 people
34
Set up tables
3 people
35
Set up choir arrangement
4 people
36
Set up piano and equipment
3 people
37
Connect microphones
2 people
38
Perform sound check
3 people
39
Set up lighting
2 people
40
Hang decorations
3 people
41
Prepare coffee and tea
2 people
42
Set out snacks
2 people
43
Lay out program booklets
2 people
44
Set up the registration desk
2 people
45
Check toilets
46
Welcome the choir
3 people
47
Welcome the audience
4 people
48
Explain the program
49
Carry out entry and ticket checks
3 people
50
Provide concert support
3 people
51
Refill drinks
2 people
52
Serve break drinks
4 people
53
Serve snacks
3 people
54
Guide the audience back to the hall
2 people
55
Resume the program
56
Handle farewell and thank-you speech
57
See the choir and soloists off
2 people
58
Collect lost and found items
59
Guide the audience to the exit
2 people

Aftercare

60
Collect tableware
3 people
61
Collect waste
3 people
62
Switch off equipment
2 people
63
Pack away microphones and cables
2 people
64
Clear away chairs and tables
4 people
65
Remove decorations
2 people
66
Wash dishes
3 people
67
Clean the room
4 people
68
Clean the restrooms
2 people
69
Chill leftover catering
2 people
70
Dispose of waste
2 people
71
Inventory materials
2 people
72
Return borrowed items
2 people
73
Clean up leftovers
2 people
74
Archive photo and program materials

What to bring

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

Furniture

Chairsqty 180
Tablesqty 8
Choir chairsqty 40
Music standsqty 25
Dressing room tablesqty 3
Changing room chairsqty 20
Coat racksqty 4

Tableware

Water glassesqty 180
Coffee cupsqty 100
Tea glassesqty 100
Platesqty 180
Cake platesqty 180
Forksqty 180
Teaspoonsqty 100
Serving tongsqty 6

Equipment

Digital piano
Piano bench
Singing microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Batteriesqty 12
Piano stool

Lighting

Standing lampsqty 4
LED spotlightsqty 4
String lightsqty 3

Decorations

Stage drapesqty 4
Flower arrangementsqty 4
Tableclothsqty 8
Welcome sign
Sticky tackqty 4
Arrow stickersqty 30

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving traysqty 6
Scissorsqty 4
Waste binsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Book the venue before confirming the concert date publicly, then check whether it provides choir chairs, music stands, a piano or digital piano, and suitable power access. Confirm these details in writing at least 8 weeks before the concert.
Confirm choirs, soloists and piano accompaniment before compiling the programme. Leave at least 2 weeks between the final programme and the concert so presentation texts, sheet music and printed booklets can be prepared.
Create the rehearsal schedule around the full lineup, not just individual choirs. Reserve a final run-through with the actual stage layout, microphones, mixer, speakers and lighting so technical problems appear before the audience arrives.
Open registrations early and collect dietary requirements at the same time if refreshments are planned. Close registrations 3–7 days before the concert, giving you a reliable headcount for seating, programmes, name badges and shopping.
Write audience information before distributing the poster: include the start time, admission method, venue access and whether places are limited. Assign volunteers to arrival, payments, performer areas and refreshments at least 1 week in advance.

Frequently asked questions

How far in advance should I organise a choir concert?: Start venue and performer planning at least 8–12 weeks ahead. Aim to have the programme, rehearsal schedule and technical requirements settled 2–3 weeks before the concert.
When should I confirm the choir concert programme?: Confirm the lineup and programme at least 2 weeks before the event. This gives you time to collect the correct sheet music, write presentation texts and print programme booklets.
What equipment do I need for a choir concert?: Check the need for choir chairs, music stands, a piano or digital piano, microphones, stands, a mixer, speakers, audio cables and extension cords. Test the complete setup during a rehearsal or at least 2 hours before doors open.
When should choir concert registrations close?: Close registrations 3–7 days before the concert, depending on how much seating, catering and printed material you must prepare. Use the final count to schedule volunteers and check your shopping list.

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