How to organise a family concert without last-minute problems

Start by fixing the date, venue and artists before you work on invitations or catering. A family concert needs two plans running together: the audience experience and the technical setup for performers. Allow time for registrations, dietary information, seating and name badges, then confirm the run sheet with every artist. On the day, open and ventilate the room early, finish the sound check before guests arrive, and keep food preparation separate from the performance area.

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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
Book artists
3
Compile program
2 people
4
Draft invitations
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Make reservations
9
Collect artist information
10
Check technical requirements
2 people
11
Print the run sheet
12
Make name badges
13
Make route signs
14
Prepare decorations
2 people
15
Check the shopping list
16
Buy drinks and non-perishable food
2 people
17
Buy fresh groceries
2 people
18
Fill coolers
2 people
19
Prepare snacks
3 people
20
Prepare sandwiches
2 people
21
Set out coffee and tea
2 people
22
Open venue
2 people
23
Ventilate room
24
Clean floor and tables
2 people
25
Set up tables
3 people
26
Set up chairs
3 people
27
Clear the stage area
2 people
28
Set up sound equipment
3 people
29
Connect microphones
2 people
30
Set up instruments
2 people
31
Perform sound check
3 people
32
Test lighting and music
2 people
33
Hang decorations
3 people
34
Place route signs
2 people
35
Set up the catering buffet
3 people
36
Chill drinks
2 people
37
Lay out crockery and cutlery
2 people
38
Place allergen cards
39
Check toilets
40
Place waste bins
2 people
41
Set up the reception table
2 people
42
Brief volunteers
2 people

Event

43
Welcome performers
2 people
44
Welcome the audience
3 people
45
Distribute program
2 people
46
Manage the cloakroom
2 people
47
Give the opening speech
48
Supervise part one of the concert
3 people
49
Refill drinks
2 people
50
Serve snacks
3 people
51
Restock break buffet
2 people
52
Guide the audience to break
2 people
53
Guide part two of the concert
3 people
54
Supervise children's activities
2 people
55
Moderate audience questions
56
Serve dinner
4 people
57
Refill drinks
2 people
58
Collect tableware
2 people
59
Announce evening program
60
Assist with concert part three
3 people
61
Operate lighting
62
Guide the audience out on departure
3 people
63
See off the artists

Aftercare

64
Chill food leftovers
2 people
65
Collect waste
3 people
66
Wash dishes
3 people
67
Clean up catering
3 people
68
Remove decorations
2 people
69
Dismantle audio equipment
3 people
70
Pack instruments
2 people
71
Clear tables and chairs
3 people
72
Clean the floor and toilets
3 people
73
Final venue check
2 people
74
Take out the trash
2 people
75
Return materials
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 90
Buffet tablesqty 3
Reception desk
Coat racksqty 2
Stoolsqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 80
Water glassesqty 120
Wine glassesqty 40
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 12
Pitchersqty 6

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Instrument microphonesqty 2
DI boxesqty 2
Laptop
Music standsqty 6
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8
AA batteriesqty 12
AAA batteriesqty 12

Lighting

LED spotlightsqty 4
Decorative light garlandsqty 6
Extension cords for lightingqty 4

Decorations

Tableclothsqty 12
Balloonsqty 100
Paper garlandsqty 8
Flower arrangementsqty 6
Program leafletsqty 100
Name badgesqty 30
Directional signsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving traysqty 6
Food warmersqty 4
Aluminum foilqty 2
Food storage containersqty 12
Allergen cardsqty 20

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Spongesqty 6
Rubber glovesqty 6

Catering

Groceries

Tips

Book the artists and confirm the programme before sending invitations. Ask each performer for technical information, including microphones, DI boxes, music stands and power needs, so the sound setup is not guessed on the day.
Set a registration deadline at least 7 days before the concert. Use the final list to prepare name badges, seating, food quantities and a clear answer for families with dietary requirements.
Plan the room around both listening and serving. Set out folding chairs with clear sightlines, keep buffet and reception tables away from cables, and leave a defined route to coat racks and exits.
Schedule the technical setup before doors open, not during arrival. Test active speakers, the mixer and wireless microphones, check instrument microphones, and keep spare AA and AAA batteries available.
Buy non-perishable food and drinks first, then fresh groceries close to the event. Prepare sandwiches and snacks in a clean area, fill the coolers shortly before guests arrive, and set out coffee, tea, water glasses and pitchers after the room is ready.

Frequently asked questions

How far in advance should I organise a family concert?: Fix the date, venue and artists at least 6 to 8 weeks ahead. Send invitations once the programme and registration method are ready, then close registrations about 7 days before the concert.
When should I do the sound check for a family concert?: Finish the sound check before the first guests arrive, allowing at least 60 to 90 minutes for speaker placement, microphones, the mixer, DI boxes and instrument levels. Keep the run sheet beside the technical setup so changes are recorded.
How many chairs and tables do I need for a family concert?: Plan one chair per registered guest who needs a seat, plus 5 to 10% spare capacity. Add separate tables for reception, buffet service and performers, rather than combining everything on one table.
When should I buy food for a family concert?: Buy drinks and non-perishable food several days beforehand. Buy fresh groceries 1 to 2 days before the concert, and prepare sandwiches and snacks on the day so they remain fresh.

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.