How to organise a choir concert from start to finish

Organising a choir concert starts with the date, venue and musical team, but the details between those decisions determine whether the evening runs smoothly. Secure rehearsal space early, confirm the conductor and soloists, and build the programme before promoting the event. Allow time for copyright registration, choir member details, technical planning and ticket sales. The final weeks are mostly about turning the plan into a running order, printed materials and a clear handover for volunteers.

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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 concert date
2 people
2
Reserve venue
2 people
3
Reserve rehearsal space
4
Check permits
5
Register copyright
6
Compile program
3 people
7
Collect songs and arrangements
2 people
8
Confirm Conductor
9
Confirm volunteers
2 people
10
Confirm soloists
2 people
11
Record technical requirements
2 people
12
Plan rehearsals
2 people
13
Send parties to choir members
14
Register choir members
2 people
15
Process registrations
2 people
16
Collect dietary requirements
17
Send invitations
2 people
18
Open audience registration
19
Set up ticket sales
2 people
20
Lay Out Programme Flyer
21
Create promotional poster
22
Distribute posters
3 people
23
Post online promotion
2 people
24
Maintain attendee list
25
Print program booklets
2 people
26
Assign volunteers
2 people
27
Check accessibility
28
Order catering
2 people
29
Do the shopping
2 people
30
Test equipment
2 people
31
Create seating plan
2 people
32
Check emergency exits
2 people
33
Arrange key handover

Event

34
Open venue
2 people
35
Set up changing rooms
2 people
36
Clear the stage area
3 people
37
Set up chairs
4 people
38
Set up tables
3 people
39
Set up music stands
3 people
40
Set up the piano or keyboard
3 people
41
Set up microphones
2 people
42
Connect the sound system
2 people
43
Set up lighting
2 people
44
Hang decorations
3 people
45
Set up the reception table
2 people
46
Lay out program booklets
2 people
47
Chill drinks
2 people
48
Prepare coffee and tea
2 people
49
Prepare snacks
3 people
50
Welcome Choir Members
2 people
51
Warm up the choir
2 people
52
Welcome the audience
4 people
53
Check tickets
2 people
54
Staff the cloakroom
2 people
55
Distribute program
2 people
56
Guide audience to their seats
3 people
57
Announce the concert
58
Manage lighting during the concert
59
Operate sound during the concert
60
Serve break drinks
4 people
61
Refill drinks
2 people
62
Refill snacks
2 people
63
Announce break
64
Guide the audience back to the hall
2 people
65
Thank the performers
2 people
66
Let the audience out
3 people

Aftercare

67
Close the register
2 people
68
Clear the cloakroom
2 people
69
Wash dishes
3 people
70
Clean the kitchen
2 people
71
Collect waste
3 people
72
Clean the room
4 people
73
Clear away chairs and tables
4 people
74
Switch off equipment
2 people
75
Disconnect sound equipment
2 people
76
Remove decorations
3 people
77
Inventory materials
2 people
78
Return borrowed items
2 people
79
Lock up the venue
2 people
80
Return keys
81
Collect lost and found items

What to bring

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

Furniture

Chairsqty 130
Tablesqty 8
Dressing room racksqty 4
Clothes hangersqty 150
Stage sectionsqty 6
Music standsqty 45
Conductor's lectern
Reception desk

Tableware

Water glassesqty 150
Wine glassesqty 120
Coffee cupsqty 100
Tea glassesqty 100
Pastry platesqty 130
Coffee spoonsqty 130
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Digital piano
Piano bench
Vocal microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Speaker standsqty 2
DI box
Audio cablesqty 8
XLR cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Music foldersqty 45
Batteriesqty 20

Lighting

LED floodlightsqty 4
LED string lightsqty 4
Emergency lightsqty 2

Decorations

Tableclothsqty 8
Stage drapesqty 4
Flower arrangementsqty 6
Menu card holdersqty 6
Directional signsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 3
Scissorsqty 3
Serving tongsqty 8
Measuring cupsqty 2

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Vacuum cleaner
Cleaning glovesqty 6
Waste binsqty 6

Catering

Groceries

Tips

Set the date only after checking the conductor, soloists, venue and rehearsal space. Keep at least one alternative date available, because a venue change affects rehearsals, promotion and ticket sales.
Build the programme before designing the flyer or poster. Once the songs and arrangements are confirmed, check the expected duration, interval needs and any copyright requirements before opening audience registration.
Plan rehearsals backwards from the concert date. Leave the final rehearsal for the complete programme, including entrances, exits, soloists, microphones and any piano or digital piano cues.
Record technical requirements during a rehearsal, not on concert day. Test the mixer, speakers, vocal microphones, DI box, cables and power supply, and use cable mats where audience or performers could cross the cables.
Give volunteers a written schedule at least one week before the concert. Assign separate people to reception, audience lists, programme booklets, choir registration, refreshments and backstage support so one late arrival does not stop the whole event.

Frequently asked questions

How far in advance should you organise a choir concert?: Start the main planning 6 to 9 months before the concert. Book the venue and rehearsal space first, then confirm the conductor, soloists and programme before launching promotion or ticket sales.
When should choir rehearsals start for a concert?: For a regular programme, allow at least 10 to 12 weeks of rehearsals, with weekly sessions and extra rehearsals during the final 2 weeks. Schedule the complete run-through no later than 7 days before the performance.
Do I need copyright permission for a choir concert?: Check copyright requirements as soon as the programme is selected, ideally 8 to 12 weeks before the concert. Do not wait until the booklets are printed, because permission or registration may affect which arrangements you can use.
When should tickets for a choir concert go on sale?: Open ticket sales around 6 to 8 weeks before the concert, once the date, venue, programme and basic event details are confirmed. Keep the attendee list updated weekly and set a final registration check 2 to 3 days before the event.

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