How to organise a classical concert from first booking to final encore

Organising a classical concert works best when you fix the date, venue and programme before arranging practical details. Confirm musicians and soloists early, then build rehearsals, audience registration and printed materials around the running order. On the day, allow time for instrument placement, music stands, lighting and a sound check before guests arrive. The interval also needs its own plan, including drinks, tableware and volunteers who know exactly where to serve and clear.

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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 concert date and program
2 people
2
Confirm the venue and room booking
3
Confirm musicians and soloists
2 people
4
Coordinate rehearsal times with musicians
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Share the program and route
9
Lay out the program booklets
2 people
10
Print program booklets
11
Reserve catering and break drinks
12
Purchase supplies
2 people
13
Do the shopping
2 people
14
Check instruments and music stands
2 people
15
Lay out the sheet music
2 people
16
Brief volunteers
2 people
17
Create Entrance and Cloakroom Plan
18
Set up chairs and tables
4 people
19
Clear the stage area
3 people
20
Set up stands
3 people
21
Set up instruments
3 people
22
Set up lighting for the music stage
2 people
23
Test sound system
2 people
24
Hang up decorations
2 people
25
Set up break buffet
3 people
26
Chill drinks
2 people
27
Set up the cloakroom
2 people
28
Lay out program booklets
2 people
29
Set up entrance and wayfinding signs
2 people

Event

30
Welcome performers
2 people
31
Welcome the audience
3 people
32
Check tickets and registrations
2 people
33
Hand out program booklets
2 people
34
Staff the cloakroom
2 people
35
Announce the concert
36
Support the performance
2 people
37
Serve break drinks
4 people
38
Refill drinks
2 people
39
Restock break buffet
2 people
40
Guide the audience back to the hall
2 people
41
Arrange farewell and thank-you
42
Guide the audience to the exit
2 people

Aftercare

43
Pack instruments safely
3 people
44
Turn off the sound system
2 people
45
Clear away lecterns and chairs
4 people
46
Remove decorations
2 people
47
Wash dishes
3 people
48
Collect waste
2 people
49
Clean the hall and foyer
4 people
50
Check cloakroom items
51
Pack leftover catering
2 people
52
Return materials
2 people
53
Handle lost and found
54
Lock up the hall
2 people

What to bring

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

Furniture

Chairsqty 140
Foldable tablesqty 8
Coat racksqty 3
High tablesqty 6
Artist tablesqty 4

Equipment

Lecternsqty 35
Conductor's lectern
Microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Music stand lightsqty 12
Piano stool

Tableware

Coffee cupsqty 140
Water glassesqty 140
Wine glassesqty 100
Pastry platesqty 140
Coffee spoonsqty 140

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Pitchersqty 8
Cake tongsqty 4

Decorations

Tableclothsqty 8
Stage drapesqty 4
Flower arrangementsqty 6
Program signsqty 4

Lighting

LED spotlightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 6
Cleaning bucketsqty 3
Floor squeegeesqty 2

Catering

Groceries

Tips

Set the concert date, programme and venue first, then confirm musicians and soloists before sending invitations. Keep the programme stable once rehearsal schedules and printed materials are based on it.
Plan the final rehearsal and setup as separate blocks. Allow at least 90 minutes before doors open for instruments, music stands, podium layout, lighting and sound equipment to be checked.
Send the programme and route with the invitation, and set a clear registration deadline at least 7 days before the concert. Use the final list to collect dietary requirements and estimate interval catering.
Prepare a written access and cloakroom plan for volunteers before the day. Include who welcomes guests, manages coats, guides seating and handles late arrivals so musicians are not interrupted.
Test every powered item in the actual room, including microphones, speakers, the mixer, extension leads and music stand lights. Keep spare cable access clear and check that the conductor’s stand and piano stool are in place.

Frequently asked questions

How far in advance should I organise a classical concert?: Start at least 12 weeks before the concert, especially if musicians, soloists and a venue are involved. Confirm the date, programme and room first, then set rehearsal times and send invitations.
How much time is needed to set up a classical concert?: Allow at least 90 minutes for the room setup and technical checks, plus extra time if the ensemble is large. Put out chairs and tables first, then clear the stage area, place instruments and stands, and test sound and lighting.
When should concert invitations be sent?: Send invitations 4 to 6 weeks before the concert and set the registration deadline about 7 days before it. That gives you time to process responses, collect dietary requirements and prepare the seating and interval quantities.
How do I organise interval drinks for a classical concert?: Confirm the catering and reserve drinks at least 2 weeks in advance. For the final headcount, plan roughly 1 to 2 drinks per guest for the interval and prepare cups, glasses, serving trays, coffee equipment and water before doors open.

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.