How to organise a dress rehearsal concert

A dress rehearsal concert needs to work like a real performance, not just a final band practice. Start by confirming the venue, date, artists and repertoire, then build the guest and technical plan around them. Allow enough time for a complete sound and lighting check before visitors arrive. The details most often missed are dietary information, cable safety, artist briefings, chilled drinks and a clear entrance and coat-check setup.

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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 date and location
2
Record performers and repertoire
2 people
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Make reservations
7
Update visitor list
8
Gather artist information
9
Check technical requirements
2 people
10
Check the shopping list
11
Do the shopping
2 people
12
Collect equipment
2 people
13
Chill drinks
2 people
14
Prepare snacks
2 people
15
Clean the venue
2 people
16
Set up tables and chairs
3 people
17
Clear the stage area
2 people
18
Set up sound equipment
3 people
19
Connect microphones
2 people
20
Connect the lighting
2 people
21
Tape down cables securely
2 people
22
Run the sound check
4 people
23
Set up the catering buffet
2 people
24
Set up the entrance and coat check
2 people
25
Program and artist briefing
3 people

Event

26
Welcome visitors
2 people
27
Manage the cloakroom
28
Serve coffee and tea
2 people
29
Give the opening speech
30
Support the first performance
3 people
31
Serve snacks
2 people
32
Refill drinks
2 people
33
Announce break
34
Collect audience questions
35
Support the second performance
3 people
36
Announce evening program
37
Support the main performance
3 people
38
Serve break drinks
2 people
39
Handle the closing
40
See visitors out
2 people
41
Finish coat check

Aftercare

42
Tear down audio equipment
3 people
43
Take down lighting equipment
2 people
44
Put furniture back
3 people
45
Store leftover food
2 people
46
Collect waste
2 people
47
Wash dishes
2 people
48
Clean the venue
3 people
49
Inventory equipment
2 people
50
Return equipment
2 people
51
Keep lost and found items
52
Collect supplier invoices

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat racksqty 2
Stoolsqty 6
Dressing tablesqty 2
Stage sectionsqty 6
Changing room chairsqty 8

Equipment

Mixing console
Speakersqty 2
Speaker standsqty 2
Stage monitorqty 2
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Instrument cablesqty 8
Microphone cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
Cable traysqty 6
Music standsqty 6
Spare batteriesqty 12
Music stand lightsqty 4
Gaffer tapeqty 6
Cable tiesqty 100

Lighting

Stage lightsqty 4
Mood lightingqty 2
Light standsqty 2

Tableware

Water glassesqty 80
Wine glassesqty 50
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 6
Small bowlsqty 12
Storage binsqty 8

Decorations

Tableclothsqty 8
Stage backdrop
Program standsqty 4
Name badgesqty 10
Pensqty 12
Program flyersqty 80

Catering

Groceries

Cleaning

Trash binsqty 6
Mopsqty 2
Bucketsqty 2
Broom setsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Tips

Lock the running order and artist information before sending invitations. Ask for registrations and dietary requirements at least 7 days before the concert so catering quantities and seating can be adjusted.
Work backwards from the audience arrival time. Keep at least 2 hours for clearing the stage, arranging tables and chairs, setting up sound and lighting, and taping down every cable before the sound check begins.
Treat the sound check as a full technical test, not a quick microphone check. Test the mixing console, speakers, stage monitor, DI boxes, instrument cables, microphones and backup batteries with the actual performers.
Prepare the hospitality area before the first guest arrives. Chill drinks several hours in advance, set out glasses, plates and cutlery, and keep snacks covered so the buffet does not compete with the stage setup.
Give artists a written briefing before the rehearsal starts. Include the programme, call times, entrance route, stage layout, microphone positions and who handles last-minute technical changes.

Frequently asked questions

How long does it take to set up a dress rehearsal concert?: Allow at least 3 hours for a small concert with supplied equipment, and longer if the venue needs substantial furniture or lighting changes. Keep the final 60 to 90 minutes for the complete sound check, lighting check and artist briefing.
When should I send invitations for a dress rehearsal concert?: Send invitations 2 to 3 weeks before the rehearsal if you need a reliable audience list. Close registrations about 7 days beforehand so you can confirm dietary requirements, seating, drinks and coat-check capacity.
What should be checked before the sound check?: Confirm the power supply, extension cords, power strips, cable routes and stage area before connecting equipment. Then test every microphone, instrument cable, DI box, monitor, speaker and lighting circuit, with spare batteries available at least 30 minutes before the sound check.
How many drinks and snacks do I need for a dress rehearsal concert?: For the first hour, plan on 2 to 3 drinks per guest, then add roughly 1 drink per person for each additional hour. Provide about 4 to 6 small snack portions per guest and increase the amount if the rehearsal overlaps a normal mealtime.

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.