How to organise a classical concert from start to finish

Organising a classical concert starts with fixing the date, programme, artists and venue in that order. Once those are confirmed, work backwards from the concert day: check music rights, prepare programme notes, send invitations and track registrations. The details that often cause delays are a suitable piano, artist information, seating capacity and technical testing. On the day itself, allow time to set up chairs, music stands, lights, reception tables and refreshments before the performers arrive.

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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 date and program
2 people
2
Confirm performers
3
Reserve venue
4
Reserve piano
5
Check music rights
6
Write program texts
7
Design invitations
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Order catering
12
Design program booklet
13
Print program booklets
14
Send artist information
15
Test the equipment
2 people
16
Create seating plan
17
Assign volunteers
18
Print the visitor list
19
Do the shopping
2 people
20
Chill drinks
2 people

Event

21
Open venue
2 people
22
Set up the reception desk
2 people
23
Set up chairs
4 people
24
Set up music stands
2 people
25
Set Up Piano
3 people
26
Mark the stage area
2 people
27
Connect the sound system
2 people
28
Set up lighting
2 people
29
Lay out program brochures
2 people
30
Build the catering buffet
3 people
31
Set up changing room
2 people
32
Welcome performers
2 people
33
Set up instruments
3 people
34
Prepare sheet music
2 people
35
Run the sound check
3 people
36
Open the doors
3 people
37
Register visitors
3 people
38
Hand out program brochures
2 people
39
Guide visitors to their seats
3 people
40
Announce the concert
41
Guide the first concert segment
2 people
42
Serve break drinks
4 people
43
Refill drinks
2 people
44
Restock break buffet
2 people
45
Guide second concert part
2 people
46
Announce the applause moment
47
Escort artists to reception
2 people
48
Organize the post-event gathering
3 people
49
Answer visitor questions
2 people
50
Refill drinks
2 people
51
See off the last visitors
2 people

Aftercare

52
Pack instruments safely
3 people
53
Turn off the sound equipment
2 people
54
Put the chairs back
4 people
55
Clear away music stands
2 people
56
Wash dishes
3 people
57
Take down the buffet
2 people
58
Collect waste
2 people
59
Clean the venue
3 people
60
Remove decorations
2 people
61
Return equipment
2 people
62
Return piano
3 people
63
Clear away leftover stock
2 people
64
Register lost and found items
65
Send thank-you messages

What to bring

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

Furniture

Concert chairsqty 120
Reception tablesqty 2
Buffet tablesqty 4
Artist tablesqty 2
Changing room chairsqty 8
Clothes racksqty 2
Coat racksqty 4

Equipment

Music standsqty 12
Conductor's lectern
Piano
Microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Spare batteriesqty 12

Lighting

Stage spotlightsqty 4
Standing lampsqty 4
Light standsqty 4

Tableware

Water glassesqty 130
Wine glassesqty 130
Coffee cupsqty 130
Platesqty 130
Cake platesqty 130
Coffee spoonsqty 130
Serving spoonsqty 12
Serving tongsqty 8
Thermos flasksqty 8
Water carafesqty 8
Serving traysqty 8

Kitchen

Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Cake standsqty 4
Aluminum foilqty 2

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Program standsqty 4
Welcome sign
Direction signsqty 8
Name badgesqty 20
Piano stool

Catering

Program bookletsqty 130
Ticket listsqty 4
Pensqty 12
Cash register case
Cash tray
Wristbandsqty 130

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning cart
Microfiber clothsqty 12
Dish brushesqty 3
Rubber glovesqty 6

Groceries

Groceries

Tips

Confirm the piano early, including its size, tuning and access route. If the programme depends on a piano, arrange a reserve option before finalising the venue setup.
Send artist information at least 7 days before the concert. Include arrival time, rehearsal details, dressing-room arrangements, programme order and who will meet them.
Close registrations 2 to 3 days before the concert if you need a reliable visitor list. Use the final number to plan concert seating, refreshments and printed programmes.
Test microphones, speakers, cables, lighting and power connections before guests arrive, then secure loose cables with gaffer tape. A short sound check is easier before the chairs and audience are in place.
Set up the reception desk, chairs, music stands, piano and lighting in that order on the day. Chill drinks and place water glasses for performers before doors open, rather than during guest arrival.

Frequently asked questions

How far in advance should I organise a classical concert?: Start at least 8 to 12 weeks ahead for a small concert. Confirm the venue and artists first, then allow 2 to 3 weeks for invitations, registrations, programme text and printing.
When should I book a piano for a classical concert?: Book or confirm the piano as soon as the venue and programme are fixed, ideally 6 to 8 weeks before the concert. Check tuning, delivery access and whether a reserve piano is available.
How many chairs do I need for a classical concert?: Set out one chair for every confirmed guest, plus 5 to 10% spare capacity if the venue allows it. Finalise the seating plan 2 to 3 days before the event, after registrations close.
When should I test the sound and lighting?: Complete a full technical test on the concert day at least 2 hours before doors open. Test microphones, speakers, the mixing desk, cables, podium spots and power connections with the performers or a sound operator present.

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