How to organise a harmony concert from first decision to final check

Start by fixing the concert date and venue, then build the programme around the musicians and repertoire you can actually confirm. Once the structure is settled, handle invitations, online registration and practical information before ordering refreshments or printing materials. The final week is for checking scores, preparing musician parts, assigning volunteers and confirming deliveries. On the day, allow time to open the venue, arrange audience and orchestra seating, test sound equipment and prepare the reception area before guests arrive.

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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 concert date
2 people
2
Confirm venue
2 people
3
Finalize the repertoire
3 people
4
Check scores and sheet music
3 people
5
Confirm musicians
2 people
6
Define the program structure
2 people
7
Send invitations
2 people
8
Publish concert online
9
Process registrations
2 people
10
Collect dietary requirements
11
Order beverage delivery
12
Assign volunteers
2 people
13
Have the program printed
14
Copy sheet music
3 people
15
Prepare name badges
16
Publish route and parking
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Prepare catering
3 people
20
Collect concert materials
2 people
21
Prepare parts for each musician
3 people

Event

22
Open venue
2 people
23
Check the hall and backstage
2 people
24
Set up chairs for the audience
6 people
25
Set up orchestra chairs
4 people
26
Set up music stands
4 people
27
Set up the conductor's station
2 people
28
Set up the reception desk
2 people
29
Set up catering table
3 people
30
Hang up decorations
2 people
31
Put up directional signs
2 people
32
Check the lighting
2 people
33
Check electrical connections
2 people
34
Hand out sheet music
3 people
35
Set up instruments
6 people
36
Check sound balance
4 people
37
Run-through with the orchestra
25 people
38
Welcome the musicians
2 people
39
Welcome the audience
4 people
40
Hand out programs
2 people
41
Process cards and donations
2 people
42
Open the concert
43
Guide the first concert segment
3 people
44
Serve break drinks
5 people
45
Refill drinks
2 people
46
Keep the break room tidy
2 people
47
Guide second concert part
3 people
48
Lead the applause moment
49
Guide the audience to the exit
3 people
50
Chat with the musicians and thank them
2 people
51
Collect catering leftovers
3 people
52
Collect instruments and sheet music
6 people

Aftercare

53
Dismantle orchestra setup
6 people
54
Take down audience seating
6 people
55
Dismantle tables and decorations
4 people
56
Wash dishes
3 people
57
Sort and remove waste
3 people
58
Clean the room
4 people
59
Check and clean the restrooms
2 people
60
Return materials
3 people
61
Return borrowed equipment
2 people
62
Collect lost and found items
63
Store leftover stock
2 people

What to bring

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

Furniture

Audience chairsqty 160
Orchestra chairsqty 35
Foldable tablesqty 8
Reception desk
Coat racksqty 2
Waste binsqty 6

Equipment

Music standsqty 35
Conductor's lectern
Microphonesqty 3
Microphone standsqty 3
Mixer
Active speakersqty 2
Music stand lightsqty 10
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 100
Cake platesqty 100
Coffee spoonsqty 100
Pastry forksqty 100
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving tongsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Storage binsqty 10

Decorations

Tableclothsqty 8
Stage drapesqty 2
Flower arrangementsqty 4
Program boardsqty 3
Name badgesqty 40

Lighting

LED work lightsqty 4
Mood lightingqty 4
Batteriesqty 24

Cleaning

Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the date and venue before inviting anyone. Confirm access times, backstage space, seating capacity and parking information at the same time, because these details affect registrations and the concert setup.
Finalise the repertoire before copying music or printing the programme. Check every score and prepare a complete part for each musician; missing pages are much harder to replace on concert day.
Give registrations a clear closing point, then collect dietary requirements before ordering drinks and catering. A short deadline several days before the event leaves time to adjust quantities and serving arrangements.
Assign volunteers to specific jobs rather than asking for general help. Cover reception, audience seating, backstage support, refreshments and the final hall check, with one person responsible for coordinating the handover.
Run a technical and room check before doors open. Test microphones, mixer, speakers and music-stand lights, tape down extension cords, and confirm that audience chairs, orchestra chairs and the conductor’s lectern are in place.

Frequently asked questions

How far in advance should I organise a harmony concert?: Set the date and confirm the venue at least 8 to 12 weeks ahead when possible. This gives you time to confirm musicians, finalise the repertoire, publish the concert and process registrations without rushing the printed materials.
When should I finalise the concert repertoire?: Aim to finalise the repertoire 4 to 6 weeks before the concert. Check the scores immediately afterwards and prepare the individual musician parts before rehearsals and printing deadlines become urgent.
When should I order drinks and catering for a concert?: Wait until registrations and dietary requirements are collected, then place the order about 5 to 7 days before the concert. Keep the delivery and chilling schedule separate from the day-of preparation so refreshments are ready before guests arrive.
How early should volunteers arrive for a harmony concert?: Have the setup team arrive 2 to 3 hours before the doors open. They need time to inspect the hall and backstage area, arrange both seating areas, prepare the reception desk and test the sound equipment.

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