How to organise a choir concert

A choir concert runs smoothly when the artistic plan and the practical setup are developed together. Start by confirming the date, venue and piano, then fix the repertoire before sending invitations or opening registration. In the final week, check sheet music, volunteer duties, catering numbers and printed programmes. On the day, allow time to open the venue, arrange seating, test microphones and lighting, and check emergency exits before the audience arrives.

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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 venue and piano
2
Confirm the concert date
3
Set program and repertoire
3 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Assign volunteers
2 people
8
Coordinate technical setup
2 people
9
Check sheet music
3 people
10
Design programs
11
Have programs printed
12
Place catering order
2 people
13
Check the shopping list
2 people
14
Do the shopping
2 people
15
Prepare sheet music
2 people
16
Distribute volunteer instructions

Event

17
Open venue
2 people
18
Check emergency exits
2 people
19
Set up chairs
4 people
20
Set up tables
3 people
21
Set up the stage area
3 people
22
Set up music stands
3 people
23
Connect sound equipment
2 people
24
Test microphones
2 people
25
Set up lighting
2 people
26
Lay out the programs
2 people
27
Set up the reception table
2 people
28
Chill drinks
2 people
29
Prepare coffee and tea
2 people
30
Arrange snacks on platters
2 people
31
Warm up the choir
25 people
32
Staff the ticket check
3 people
33
Staff the cloakroom
2 people
34
Welcome visitors
4 people
35
Hand out programs
2 people
36
Check the audience hall
2 people
37
Open the concert
38
Support the concert
3 people
39
Refill drinks
2 people
40
Serve break catering
4 people
41
Guide visitors
2 people
42
Give farewell and thank-you speech
43
Evacuate the auditorium
3 people

Aftercare

44
Collect tableware
3 people
45
Chill and label leftovers
2 people
46
Turn off the sound equipment
2 people
47
Pack away microphones and cables
2 people
48
Clear away chairs and tables
4 people
49
Collect waste
3 people
50
Wash dishes
3 people
51
Clean the floor and foyer
3 people
52
Lock up the venue
2 people
53
Return borrowed materials
2 people
54
Clear away leftover groceries
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Coat racksqty 2
Stoolsqty 4
Lectern

Music

Music standsqty 30
Sheet music foldersqty 30

Equipment

Active speakersqty 2
Mixer
Singing microphonesqty 4
Microphone standsqty 4
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 6

Lighting

LED work lightsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Pastry platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Serving plattersqty 8
Serving spoonsqty 6

Decorations

Tableclothsqty 8
Welcome sign
Wayfinding signsqty 6

Office

Programsqty 130
Registration listqty 3
Pensqty 12
Clipboardsqty 4
Name stickersqty 40

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning clothsqty 12
Waste binsqty 6

Catering

Groceries

Tips

Book the venue and piano before announcing the concert date. Confirm access times as well, because a choir concert may need several hours for seating, stage setup, sound checks and clearing away.
Set the programme and repertoire before printing invitations or programmes. Keep the final running order in one shared version so singers, the person at the lectern and the technical team work from the same information.
Close registrations and collect dietary requirements early enough to adjust the catering order. A practical deadline is 7 days before the concert, leaving time to order refreshments and tableware without guessing.
Give each volunteer a specific duty and arrival time rather than sending general instructions. Cover audience welcome, seating, refreshments, backstage support and emergency contacts, then distribute the final instructions before concert day.
Schedule the technical check before doors open. Test every singing microphone, active speaker, mixer, cable and power connection, and use cable mats where leads cross walkways; do not leave this until the first singers are on stage.

Frequently asked questions

How far in advance should I book a venue for a choir concert?: Book the venue and piano as soon as you have a likely date, preferably at least 8 to 12 weeks ahead. Confirm the booking in writing, including access, setup time, seating capacity and any equipment already available.
How many volunteers do I need for a choir concert?: For a small concert, plan on at least 4 to 6 volunteers: one for the entrance, two for seating or audience support, one for refreshments and one person coordinating backstage or technical needs. Add more if the venue has separate entrances or several hundred guests.
When should I print concert programmes?: Print programmes after the repertoire, running order and performer details are final, usually 5 to 7 days before the concert. Keep a small buffer for late changes and print enough for every expected guest plus around 5 to 10 percent extra.
How early should singers and volunteers arrive before the concert?: Set arrival times at least 90 minutes before the audience enters. This gives volunteers time to arrange chairs, tables, music stands and signs, while the choir and technical team can prepare sheet music and complete the microphone and lighting check.

Start this plan in Lizzt

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