How to organise a classical music festival

A classical music festival depends on timing: artists, repertoire, venue access and technical checks must line up before the first performance. Start by fixing the date and programme, then confirm ensembles and collect performance times before opening registrations. During the final week, focus on printed programmes, route information, volunteer roles, scores and dietary requirements. On the day, allow separate time for stage, seating, music stands, piano setup, sound checks, catering and artist arrival.

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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 festival date and program
2 people
2
Confirm artists and ensembles
2 people
3
Gather repertoire and performance times
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Make reservations
2 people
8
Print the program
2 people
9
Distribute the route map
10
Assign volunteers
2 people
11
Send artist information
12
Check technical supplies
2 people
13
Collect music scores
2 people
14
Prepare name badges
15
Check the shopping list
2 people
16
Do the shopping
3 people
17
Chill drinks
2 people
18
Prepare catering
3 people
19
Check the venue
2 people
20
Clean stage floor
2 people
21
Set up the stage
4 people
22
Set up chairs
4 people
23
Set up tables
3 people
24
Set up music stands
3 people
25
Place piano bench and chairs
2 people
26
Hang lighting
3 people
27
Connect sound equipment
3 people
28
Test microphones
2 people
29
Position instruments safely
3 people
30
Lay out the programs
2 people
31
Set up the registration desk
2 people
32
Set up the catering buffet
3 people
33
Set up artist room
2 people
34
Check toilets
2 people
35
Clear the visitor route
2 people

Event

36
Welcome performers
2 people
37
Unload instruments
3 people
38
Welcome the audience
4 people
39
Hand out programs
2 people
40
Staff the cloakroom
2 people
41
Coordinate the opening concert
3 people
42
Serve the break buffet
4 people
43
Refill drinks
2 people
44
Collect used dishes
2 people
45
Guide the second concert
3 people
46
Serve the artists' meal
3 people
47
Announce evening program
48
Assist the evening concert
3 people
49
Moderate audience questions
2 people
50
Serve farewell drinks
3 people
51
Guide the audience to the exit
3 people
52
Collect lost and found items
53
Issue the cloakroom
2 people

Aftercare

54
Pack instruments
3 people
55
Turn off the sound equipment
2 people
56
Clear the stage
4 people
57
Wash dishes
3 people
58
Collect waste
3 people
59
Clear tables and chairs
4 people
60
Clean the venue
4 people
61
Remove decorations
2 people
62
Inventory materials
2 people
63
Return borrowed materials
2 people
64
Store leftover catering
2 people
65
Take waste to the collection point
2 people
66
Deliver artists' supplies
67
Handle lost and found

What to bring

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

Furniture

Stage sectionsqty 8
Stage stepsqty 2
Chairsqty 180
Foldable tablesqty 12
Performer chairsqty 24
Piano stoolsqty 2
Coat racksqty 4
Clothes hangersqty 220
Bollardsqty 12

Equipment

Music standsqty 30
Conductor's lectern
Digital piano
Microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Monitor speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 10
Cable tiesqty 100
Cash boxesqty 2
Card machinesqty 2
Walkie-talkiesqty 8
Charging stationsqty 4
Flashlightsqty 6
Toolboxesqty 2
Rolling cartsqty 3

Lighting

Stage spotlightsqty 6
Atmosphere lightsqty 12
Battery lanternsqty 8
Spare batteriesqty 24

Tableware

Water glassesqty 220
Wine glassesqty 180
Coffee cupsqty 120
Espresso cupsqty 60
Platesqty 220
Cutlery setsqty 220
Serving plattersqty 20
Serving trays with lidsqty 8
Coffee potsqty 4
Teapotsqty 4

Kitchen

Coolersqty 6
Ice packsqty 24
Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Storage binsqty 12
Serving tongsqty 12

Decorations

Table runnersqty 12
Flower arrangementsqty 8
Program standsqty 6
Welcome sign
Directional signsqty 8
Name card holdersqty 30

Catering

Groceries

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning clothsqty 30
Cleaning sprayqty 6
Hand broomsqty 4

Paper goods

Program bookletsqty 220
Name badgesqty 50
Badge holdersqty 50
Pensqty 30
Registration listsqty 10
Notepadsqty 20
Tapeqty 8
Painter's tapeqty 8
A4 foldersqty 12

Safety

Non-slip matsqty 12
Cable warning signsqty 8
Flashlights for emergency exitsqty 4
Reflective vestsqty 12
First aid kitsqty 2

Tips

Set the date and programme before sending invitations. Confirm each artist or ensemble, their repertoire and performance length first, then leave enough time between sets for movement, tuning and audience changes.
Collect repertoire, scores and technical requirements at least 2–3 weeks before the festival. This gives you time to check music stands, microphones, mixer, speakers, monitor speakers, power supplies and cable routing rather than discovering gaps during setup.
Treat registrations and dietary requirements as separate deadlines. Close registrations early enough to count chairs, tables, programme copies, plates, glasses and catering portions; late replies are easy to miss when the programme is already being printed.
Plan venue setup from the stage outward. Check the venue, clean the stage floor, install stage sections and steps, then place performer chairs, piano stools, music stands, the conductor’s lectern, audience chairs and tables before volunteers begin directing guests.
Give volunteers written assignments and a timed arrival plan. Include who receives artists, distributes route maps and badges, checks the stage and technical supplies, manages doors, and replenishes water, coffee and chilled drinks during the programme.

Frequently asked questions

How far in advance should I organise a classical music festival?: Start planning at least 3–6 months ahead, especially if several artists or ensembles are involved. Confirm the date, venue and programme first, then use the final 2–3 weeks for registrations, scores, technical checks and volunteer assignments.
When should I confirm musicians for a classical music festival?: Confirm artists before invitations or public registration opens, preferably 8–12 weeks before the event. Ask for repertoire, performance times, arrival details and technical requirements in the same message so the programme can be built around reliable information.
How many printed programmes should I prepare?: Print one programme per expected attendee, plus about 10% extra for late arrivals, artists and volunteers. Finalise the programme only after performance times, repertoire and artist details have been checked, ideally 3–5 days before the festival.
How early should the venue be set up on festival day?: Allow at least 4–6 hours before the first performance for venue checks, stage and chair setup, piano placement, music stands, lighting, cable management and sound checks. Keep a separate 30–60-minute buffer for artist arrival and last-minute changes.

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