How to organise a classical concert

A classical concert runs smoothly when artistic, audience and venue decisions are made in the right order. Confirm the date and venue first, then contract the musicians, build the programme and check repertoire rights before opening ticket sales. In the final week, focus on attendee information, volunteers, accessibility and catering. On the day, allow time for the room, instruments, music stands, sound equipment and refreshments to be checked before doors open.

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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
Confirm the concert date
2
Reserve venue
3
Book musicians
2 people
4
Compile program
2 people
5
Check the repertoire and rights
6
Open ticket sales
2 people
7
Send invitations
2 people
8
Publish concert online
9
Process registrations
2 people
10
Collect dietary requirements
11
Schedule volunteers
12
Check accessibility
2 people
13
Publish parking information
14
Order program flyers
15
Make name badges
2 people
16
Export visitor list
17
Purchase catering
2 people
18
Chill drinks
2 people
19
Lay out the programs
2 people
20
Tune instruments
3 people

Event

21
Open venue
2 people
22
Check the Venue
2 people
23
Set up chairs
4 people
24
Set up the stage area
3 people
25
Set up music stands
2 people
26
Test sound for announcements
2 people
27
Aim the lights at the stage
2 people
28
Set up the entrance desk
2 people
29
Place programs at the entrance
30
Set up the cloakroom
2 people
31
Set up coffee station
2 people
32
Set out drinks for the break
2 people
33
Check toilets
34
Briefing for entrance volunteers
2 people
35
Brief room hosts
2 people
36
Welcome the musicians
2 people
37
Welcome visitors
4 people
38
Check tickets
3 people
39
Staff the cloakroom
2 people
40
Hand out programs
2 people
41
Give the opening speech
42
Support the concert
2 people
43
Serve break drinks
4 people
44
Refill drinks
2 people
45
Check the hall again
2 people
46
Guide second concert part
2 people
47
Deliver the closing speech
48
See visitors out
3 people
49
Lock the cloakroom
2 people

Aftercare

50
Pack instruments
3 people
51
Clear away chairs
4 people
52
Take down tables
2 people
53
Wash dishes
3 people
54
Collect waste
2 people
55
Clean the room
3 people
56
Switch off equipment
2 people
57
Remove decorations
2 people
58
Register lost and found items
59
Lock up the venue
2 people
60
Return rental items
2 people
61
Store leftover stock
62
Handle lost and found

What to bring

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

Furniture

Chairsqty 100
Foldable tablesqty 8
Dressing room tablesqty 3
Coat racksqty 3
Clothes hangersqty 120
Stage sectionsqty 6

Equipment

Music standsqty 12
Conductor's lectern
Stage microphonesqty 2
Microphone standsqty 2
Mixer
Amplifier
Speakersqty 2
Cable reelsqty 2
Extension cordsqty 6
Power stripsqty 6
Laptop
Card machine

Tableware

Coffee cupsqty 100
Water glassesqty 100
Teaspoonsqty 100
Serving traysqty 8
Thermos flasksqty 8
Milk jugsqty 4
Sugar bowlsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving utensilsqty 8

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Stage drapesqty 4
Program standsqty 4

Lighting

Stage lightsqty 4
Standing lampsqty 4

Cleaning

Waste binsqty 6
Broomqty 2
Vacuum cleaner
Mop setsqty 2

Catering

Groceries

Tips

Confirm the venue before announcing the concert. Check the room’s capacity, seating layout, stage or podium space, power supply, performer facilities and access arrangements at least 8–12 weeks ahead.
Contract the musicians before finalising the programme. Allow time to agree fees, rehearsal and sound-check times, technical requirements, music stands and who supplies each instrument or piece of equipment.
Check repertoire and performance rights before publishing the programme or printing flyers. Complete this review at least 4 weeks before the concert so changes do not affect ticket information or audience communications.
Open ticketing only after the date, venue, programme outline and access information are reliable. Export the attendee list 1–2 days before the concert, then prepare name badges, dietary information and volunteer assignments.
Build a timed arrival plan for the concert day. Open the venue at least 3 hours before doors, set out chairs and music stands, test microphones and speakers, cool drinks, prepare coffee equipment and leave a clear period for musicians to tune.

Frequently asked questions

How far in advance should I organise a classical concert?: Start 3–6 months ahead for a small concert, and earlier if the musicians or venue are in high demand. Aim to have the date, venue and performer contracts confirmed at least 8 weeks before the performance.
When should I open ticket sales for a classical concert?: Open sales once the date, venue, programme outline and access information are confirmed, usually 4–8 weeks before the concert. Keep the attendee list current and export a final copy 1–2 days beforehand.
How long before a classical concert should musicians arrive?: Schedule musicians to arrive at least 90 minutes before doors open. This gives time for unloading, setting up music stands, checking microphones or amplification and tuning without using audience time.
How many chairs do I need for a classical concert?: Plan one chair for every expected seated visitor, then add around 5–10% if the venue layout allows it. Keep aisles and wheelchair spaces clear, and confirm the final arrangement during the room check on the day.

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