How to organise a classical concert

A classical concert runs smoothly when artistic decisions, audience planning and room setup follow a fixed order. Start by securing the date and venue, then build the programme and contract the musicians before opening ticket sales. Allow time to check repertoire rights, confirm technical needs and collect dietary information if refreshments are served. On the day, leave enough time for safety checks, seating, sound, lighting and a focused musician briefing.

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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 the venue definitively
2 people
3
Compile program
2 people
4
Book musicians
2 people
5
Check the repertoire and rights
2 people
6
Send invitations
2 people
7
Open ticket sales
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Book catering
2 people
11
Determine technical requirements
2 people
12
Draw the room layout
2 people
13
Check seating capacity
2 people
14
Have programs printed
15
Prepare name badges
2 people
16
Brief volunteers
2 people
17
Check the weather forecast
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Bring materials to the venue
3 people

Event

21
Open venue
2 people
22
Conduct a safety check
2 people
23
Check the hall floor
2 people
24
Set up chairs
4 people
25
Set up tables for reception
2 people
26
Set up music stands
3 people
27
Position instruments safely
3 people
28
Set up lighting
2 people
29
Test microphones
2 people
30
Check the sound level
2 people
31
Lay out the programs
2 people
32
Prepare catering
3 people
33
Chill drinks
2 people
34
Set out coffee and tea
2 people
35
Set up the reception desk
2 people
36
Prepare the attendance list
37
Mark the entrance and route
2 people
38
Welcome the musicians
2 people
39
Review the program with the musicians
3 people
40
Welcome visitors
4 people
41
Hand out programs
2 people
42
Check tickets
2 people
43
Guide latecomers
2 people
44
Open the concert
45
Serve break drinks
4 people
46
Refill drinks
2 people
47
Restock break buffet
2 people
48
Seat the hall again
2 people
49
Start second concert set
50
Facilitate photo session with musicians
2 people
51
Guide visitors out
3 people
52
Provide refreshments for musicians
2 people
53
Pack instruments
3 people
54
Lock up the venue
2 people

Aftercare

55
Collect tableware
3 people
56
Collect waste
2 people
57
Wipe down tables
2 people
58
Put the chairs back
4 people
59
Switch off equipment
2 people
60
Clean the room
3 people
61
Check toilets
62
Sort materials
2 people
63
Return borrowed items
2 people
64
Store leftover stock
2 people
65
Return venue keys
66
Thank visitors

What to bring

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

Furniture

Chairsqty 120
Bistro tablesqty 8
Reception deskqty 2
Dressing room racksqty 2
Clothes hangersqty 30

Equipment

Digital piano
Piano stool
Microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Spare batteriesqty 12
Music standsqty 12
Desk lampsqty 12
Music stand clampsqty 12
Instrument tablesqty 2

Lighting

LED spotlightsqty 6
Light standsqty 3
Cable dimmersqty 2
Emergency lightsqty 4

Tableware

Water glassesqty 140
Coffee cupsqty 120
Platesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving utensilsqty 12
Serving plattersqty 12
Water jugsqty 12
Thermos flasksqty 8

Catering

Groceries

Decorations

Tableclothsqty 10
Flower arrangementsqty 8
Welcome sign
Program standsqty 4
Directional signsqty 6
Name badgesqty 30
Ticketsqty 120
Programsqty 130
Pen setsqty 6
Table numbersqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Spongesqty 8
Rubber glovesqty 8
Hand broomqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice spoonsqty 4
Bread knivesqty 4
Cutting boardsqty 4
Storage binsqty 12
Serving tongsqty 8
Bottle openersqty 4
Corkscrewsqty 4
Waste binsqty 6
Ice packsqty 16

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Non-slip matsqty 6
Cable traysqty 8
Flashlightsqty 4

Transport

Transport cartsqty 2
Storage cratesqty 12
Protective blanketsqty 8
Ratchet strapsqty 8

Tips

Fix the concert date and venue before confirming the programme. Check the room’s actual chair capacity against your expected audience, rather than relying on the venue’s general capacity.
Contract musicians only after the programme, performance times and technical requirements are clear. Confirm whether a digital piano, microphones, music stands or instrument tables are needed for each part of the concert.
Check repertoire and performance rights before printing programmes or opening ticket sales. Keep the final programme details consistent across invitations, tickets and printed materials.
Open ticket sales only after the seating plan and audience process are workable. Assign volunteers to registration, name badges and front-of-house questions, and give them a short briefing before the doors open.
Schedule the venue setup several hours before the first performance. Test microphones, speakers, lighting, extension cables and spare batteries, then complete the safety check before arranging the chairs and reception table.

Frequently asked questions

How far in advance should I organise a classical concert?: Start at least 8 to 12 weeks before the concert. That gives you time to reserve the venue, contract musicians, check repertoire rights, open ticket sales and print the final programme.
When should I open ticket sales for a classical concert?: Open ticket sales once the date, venue, programme and seating capacity are confirmed, usually 4 to 6 weeks before the concert. Keep a final period of at least 7 days to process registrations and resolve attendee questions.
How long before a concert should the room be set up?: Plan to open the venue at least 3 hours before the audience arrives. Use the first part for the safety and floor checks, then set up chairs, reception tables, sound, lighting and musicians’ equipment.
How many chairs do I need for a classical concert?: Use the confirmed seating plan and allow one chair per registered attendee, plus a small accessible-reserved area where required. Check the final count at least 7 days before the concert, when registrations are easier to reconcile.

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