How to organise a concert hall open day

A concert hall open day works best when visitors can move easily between tours, performances and information points. Start by fixing the date and programme, then build the visitor route, registration process and staffing around it. Tours and performances need separate timing, technical checks and clear handovers. Most problems appear in the final week: missing dietary details, incomplete visitor lists, unclear volunteer roles or equipment that has not been tested in the room.

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
Set the date and program
2 people
2
Compile tours
2 people
3
Confirm performances
2 people
4
Draft invitations
2 people
5
Send invitations
2 people
6
Open the registration form
7
Publish tours online
8
Recruit volunteers
2 people
9
Make reservations
10
Confirm suppliers
11
Process registrations
2 people
12
Collect dietary requirements
13
Update program online
14
Create a visitor route map
2 people
15
Assign volunteers
2 people
16
Brief guides
2 people
17
Coordinate technical details of the performances
3 people
18
Place catering order
19
Check beverage stock
2 people
20
Prepare name badges
2 people
21
Print programs
2 people
22
print signage
23
Print visitor lists
24
Check the weather forecast
25
Process final registrations
2 people
26
Share the dietary overview
27
Pick up catering and groceries
2 people
28
Bring materials to the venue
3 people
29
Open venue
2 people
30
Clear the reception area
3 people
31
Set up tables and chairs
4 people
32
Set up the information desk
2 people
33
Build the catering buffet
3 people
34
Chill drinks
2 people
35
Set up coffee station
2 people
36
Hang decorations
3 people
37
Set up signage
3 people
38
Lay out the programs
2 people
39
Lay out name badges
2 people
40
Check presentation rooms
3 people
41
Test sound equipment
3 people
42
Test lighting settings
2 people
43
Check the stage and backstage
2 people
44
Check toilets
2 people
45
Clear emergency exits
2 people
46
Welcome volunteers
2 people
47
Brief volunteers
2 people
48
Welcome performers
2 people

Event

49
Open the doors
4 people
50
Register visitors
4 people
51
Hand out programs
2 people
52
Direct visitors to activities
3 people
53
Guide tours
4 people
54
Assist instrument presentations
3 people
55
Supervise children's activities
3 people
56
Announce performances
57
Assist performers
2 people
58
Serve catering
4 people
59
Serve coffee and tea
2 people
60
Refill drinks
2 people
61
Keep the buffet tidy
2 people
62
Collect used dishes
2 people
63
Empty trash bins
2 people
64
Check toilets periodically
65
Answer audience questions
2 people
66
Guide photo moments
67
Support the final performance
3 people
68
Direct visitors to the exit
3 people
69
Close doors
2 people

Aftercare

70
Catering breakdown
3 people
71
Switch off equipment
3 people
72
Remove decorations
3 people
73
Clear tables and chairs
4 people
74
Wash dishes
3 people
75
Collect waste
3 people
76
Clean the rooms
4 people
77
Clean the restrooms
2 people
78
Inventory materials
2 people
79
Return borrowed items
2 people
80
Store leftover catering
2 people
81
Collect lost and found items
82
Respond to visitor messages
83
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Bar stoolsqty 12
Information desk
Clothes racksqty 2
Dressing room tablesqty 4
Changing room chairsqty 12

Tableware

Reusable glassesqty 250
Coffee cupsqty 120
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving tongsqty 12
Coffee potsqty 6
Water jugsqty 10

Equipment

Microphonesqty 4
Microphone standsqty 4
Portable speakersqty 2
Music standsqty 12
Extension cordsqty 8
Power stripsqty 8
Laptop
Presentation screen
Cable tiesqty 50
Gaffer tapeqty 4
Coolersqty 6

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 12
Flower arrangementsqty 8
Photo backdrop
Decorative standsqty 6

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Light standsqty 4

Catering

Coffee machinesqty 2
Water dispensersqty 2
Drink dispensersqty 4
Thermos flasksqty 6
Groceries

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Toilet brushesqty 4
Cleaning glovesqty 8
Waste binsqty 12
Laundry basketsqty 4

Communication

Name badgesqty 100
Badge holdersqty 100
Pensqty 30
Clipboardsqty 8
Program leafletsqty 500
Signage boardsqty 20
Arrow stickersqty 50
Information leafletsqty 300
Registration listsqty 10
Walkie-talkiesqty 8
Power banksqty 6

Safety

Flashlightsqty 6
Bollardsqty 12
Barrier tapeqty 4
Floor markingsqty 6
First aid kitsqty 2

Kitchen

Cutting boardsqty 6
Tea towelsqty 12
Kitchen knivesqty 6
Storage binsqty 20
Cooling matsqty 12

Tips

Set the programme before promoting the day. Leave 15–20 minutes between tours and performances so guides can finish, visitors can move rooms and technical teams can reset microphones, stands and speakers.
Open registration as soon as tour times are confirmed, and close or review it 48 hours before the event. Use the final registrations to print visitor lists, prepare name badges and identify dietary requirements.
Create the visitor route map before assigning volunteers. Give each busy junction a named volunteer and brief guides on arrival times, group sizes, accessibility information and what to do when a tour runs late.
Schedule the technical check at least 2 hours before the first performance. Test every microphone, music stand, extension cord, power strip and presentation connection in the actual performance space, then secure loose cables with gaffer tape or cable ties.
Place the catering order only after registration numbers and dietary requirements have been reviewed. Check beverage stock on the morning of the event and set up separate points for coffee, water and other drinks so the information desk does not become a queue.

Frequently asked questions

How far in advance should I plan a concert hall open day?: Start planning at least 8–12 weeks ahead. Set the date and programme first, then allow time for performers, suppliers, volunteers and tour bookings before invitations go out.
When should registration close for a concert hall open day?: Review final registrations 48 hours before opening. This gives you enough time to update the online programme, print visitor lists and name badges, and confirm catering quantities.
How early should performers arrive for a concert hall open day?: Ask performers and the technical team to arrive at least 2 hours before the first performance. Use that time to check microphones, speakers, stands, power connections and the performance schedule in the venue.
How many volunteers are needed for a concert hall open day?: Plan at least one volunteer for the information desk, one for each active visitor route or tour group, and one person coordinating the team. Add another volunteer when tours overlap or the venue has separate entrances.

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.