How to organise a classical concert

A classical concert runs smoothly when the artistic plan, guest arrangements and technical setup are fixed in the right order. Start by confirming the date, hall, musicians and programme, then record the running time before sending invitations. In the final week, check sheet music, seating, lighting, sound equipment and catering together rather than separately. This approach also leaves time for forgotten details such as spare music, parking information and clearly marked entrances.

Organize this event for free with Lizzt

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
Confirm venue and hall
3
Confirm program and musicians
2 people
4
Record repertoire and running time
2 people
5
Design invitations
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Order catering
10
Inform musicians about times
11
Gather technical requirements
2 people
12
Draw the room layout
13
Determine the number of chairs
14
Prepare program brochures
15
Print program leaflets
16
Make name badges
17
Prepare admission tickets
18
Print route signs
19
Inform musicians about parking
20
Check sheet music
2 people
21
Copy spare sheet music
22
Check the shopping list
23
Do the shopping
2 people
24
Stock up on refrigerated products
25
Sort program leaflets
26
Prepare catering
2 people
27
Open venue
2 people
28
Check lighting and heating
2 people
29
Check the hall floor
2 people
30
Set up chairs
4 people
31
Set up the musicians' arrangement
3 people
32
Place lecterns
2 people
33
Set up lighting for the music stage
2 people
34
Place instruments safely
3 people
35
Connect sound equipment
2 people
36
Test microphones
2 people
37
Set up stage lighting
2 people
38
Prepare sheet music
2 people
39
Set up the changing area
2 people
40
Set up the reception table
2 people
41
Lay out program brochures
2 people
42
Chill drinks
2 people
43
Set up coffee station
2 people
44
Prepare snacks
3 people
45
Restock toiletries
46
Hang up route signs
2 people

Event

47
Staff the registration table
2 people
48
Welcome visitors
3 people
49
Hand out program brochures
2 people
50
Manage the cloakroom
2 people
51
Serve coffee and tea
2 people
52
Serve snacks
2 people
53
Refill drinks
54
Escort audience to the hall
2 people
55
Announce the concert
56
Manage lighting during the concert
57
Monitor sound level
58
Serve break drinks
3 people
59
Restock break snacks
2 people
60
Close the concert
61
Thank the musicians
2 people
62
Guide the audience to the exit
2 people
63
Handle the cloakroom
2 people

Aftercare

64
Collect tableware
3 people
65
Clear away food and drinks
2 people
66
Switch off equipment
2 people
67
Pack away microphones and cables
2 people
68
Collect sheet music
2 people
69
Dismantle lecterns
2 people
70
Put the chairs back
4 people
71
Take down tables
3 people
72
Collect waste
2 people
73
Wash dishes
3 people
74
Clean the room
3 people
75
Clean the restrooms
2 people
76
Remove decorations
2 people
77
Lock up the venue
2 people
78
Return borrowed items
2 people
79
Store leftover stock
80
Archive program brochures

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Stoolsqty 12
Coat racksqty 3
Dressing room tablesqty 2
Reception desk
Stage panelsqty 12

Equipment

Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Music standsqty 14
Lectern lampsqty 14
Conductor's lectern
Music stand lightsqty 2
Spare batteriesqty 12

Lighting

Stage spotlightsqty 4
Atmosphere lightsqty 8
Light standsqty 4

Tableware

Water glassesqty 100
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 80
Dessert platesqty 100
Pastry forksqty 100
Teaspoonsqty 80
Serving traysqty 10
Water jugsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Serving jugsqty 4

Decorations

Flower arrangementsqty 8
Table runnersqty 8
Changing room hangersqty 30
Name card holdersqty 12
Photo frames for the programqty 4

Cleaning

Broomqty 2
Vacuum cleaner
Mop setqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the programme and running time before designing invitations. Include the expected concert length and registration deadline so guests know what to plan for.
Confirm the musicians’ arrival and sound-check times at least one week ahead. Send parking details with the schedule, not on the day itself.
Draw the room layout before deciding the number of chairs. Allow space for the reception desk, coat racks, music stands, conductor’s lectern and any stage panels.
Check technical requirements in the hall several days before the concert. Test microphones, speakers, mixer, lighting, extension cords and power strips, and keep spare batteries and gaffer tape available.
Prepare printed materials and hospitality two days before the event. Count programme leaflets, tickets and name badges, then check refrigerated products, glasses, cups, plates and serving trays before shopping.

Frequently asked questions

How far in advance should I organise a classical concert?: Confirm the date, hall, musicians and programme at least 8 to 12 weeks before the concert. Send invitations once the running time and registration process are settled, ideally 4 to 6 weeks ahead.
How many chairs do I need for a classical concert?: Use the confirmed registration count and add a small reserve of about 5 to 10 percent. Finalise the layout 2 to 3 days before the concert, after allowing room for musicians, aisles, the reception desk and coat racks.
When should I check the sound and lighting equipment?: Carry out a full technical check 3 to 7 days before the concert, then test the setup again when the musicians arrive. Check microphones, speakers, mixer, stage spotlights, music stand lights and available power points.
When should I prepare the concert programmes and catering?: Sort and count programme leaflets and tickets 1 to 2 days before the concert. Order catering after registrations close, and buy or refrigerate perishable items as close to the event as practical, usually within 24 to 48 hours.

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.