How to organise a harp concert

A harp concert needs more than a performer and a room. Start by confirming the date, venue, reservations and programme, then work backwards from the performance to arrange registrations, catering, transport and technical setup. The harp needs safe access, a stable floor and enough space for the player and chair. This plan also covers the details that are often left until the last minute, such as final attendance numbers, printed programmes, microphones and venue access.

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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
Confirm reservations
3
Coordinate program with artist
2 people
4
Gather technical requirements
2 people
5
Send invitations
2 people
6
Open registrations
7
Publish promotion
2 people
8
Process registrations
9
Collect dietary requirements
10
Update visitor list
11
Share final numbers
12
Have programs printed
13
Purchase catering
2 people
14
Confirm harp transport
15
Test equipment
2 people
16
Check groceries
2 people
17
Pick up venue keys
18
Inspect the space
2 people
19
Ensure the harp is delivered safely
3 people
20
Protect the stage floor
2 people
21
Set up chairs
4 people
22
Set up tables
2 people
23
Set the tables
2 people
24
Set up the harp and chair
3 people
25
Set up microphones
2 people
26
Connect sound equipment
2 people
27
Securely finish cables
2 people
28
Set up lighting
2 people
29
Lay out the programs
2 people
30
Chill drinks
2 people
31
Prepare coffee and tea
2 people
32
Prepare snacks
3 people
33
Set up registration desk
2 people
34
Check public area
2 people

Event

35
Welcome the artist
2 people
36
Perform sound check
3 people
37
Register visitors
3 people
38
Hand out programs
2 people
39
Guide visitors to their seats
3 people
40
Open the concert
41
Guide the audience during the break
3 people
42
Serve break drinks
4 people
43
Serve snacks
3 people
44
Refill drinks
2 people
45
Clear the break table
2 people
46
Announce the second concert set
47
Handle the technical setup during the concert
48
Guide audience questions afterward
2 people
49
Escort the performer to the departure point
2 people

Aftercare

50
Pack the harp safely
3 people
51
Clear the visitor area
4 people
52
Collect tableware
3 people
53
Wash dishes
3 people
54
Tear down audio equipment
2 people
55
Remove decorations
2 people
56
Collect waste
3 people
57
Clean the floor and tables
3 people
58
Put chairs and tables back
4 people
59
Check equipment and materials
2 people
60
Hand over keys and venue
61
Return rental items
2 people
62
Store leftover groceries
63
Process lost and found items
64
Send thank-you message to visitors

What to bring

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

Furniture

Chairsqty 85
Tablesqty 8
Tableclothsqty 8
Musician's stool
Clothes racksqty 2
Clothes hangersqty 85
Music standsqty 2
Program standsqty 2
Registration desk
Cash register or cash box

Equipment

Microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Audio cables
Extension cordsqty 3
Power stripsqty 4
Cable traysqty 3

Lighting

LED lightsqty 4
Music stand lightsqty 2

Decorations

Welcome sign
Directional signsqty 6
Flower arrangementsqty 4

Tableware

Water glassesqty 100
Coffee cupsqty 85
Cake platesqty 85
Cutlery setsqty 85
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Thermos flasksqty 4
Water carafesqty 8
Coolersqty 3

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop setsqty 2
Cleaning clothsqty 12
Cleaning glovesqty 6

Safety

First aid kit

Other

Programsqty 90
Name stickersqty 40
Ballpoint pensqty 10
Markersqty 4
Clipboardsqty 3

Catering

Groceries

Tips

Confirm the harp’s transport route with the artist and venue well before the concert. Check door widths, stairs, lift access and arrival timing, then protect the stage floor before the instrument is brought inside.
Set a registration deadline several days before the concert and use the final visitor list to confirm catering quantities, seating and printed programmes. Do not wait until the event day to count attendees.
Test the microphones, mixer, speakers, cables and power supply before guests arrive. Run the test with the harpist seated in the actual performance position, because microphone height and placement affect the sound.
Plan the room around the harp first, then arrange chairs and tables. Leave clear space for the musician’s stool, music stand, microphone stands and safe movement around the instrument.
Prepare the welcome and refreshment area separately from the performance space. Set out the registration desk, signs, water glasses, coffee cups and serving equipment before doors open, so late setup does not interrupt the concert.

Frequently asked questions

How far in advance should I organise a harp concert?: Start at least 8 to 12 weeks ahead. Confirm the venue, artist, programme and harp transport first, then open registrations and arrange catering once the main details are fixed.
How do I transport a harp safely to a concert venue?: Confirm the delivery route and arrival time with the harpist at least 1 to 2 weeks before the concert. Check access points on site and protect the stage floor before the harp is moved into position.
When should I test the sound equipment for a harp concert?: Test the microphones, stands, mixer, speakers and cables on the day of the concert, before guests arrive. Allow at least 60 minutes for setup and adjustments, especially if the room or equipment is unfamiliar.
When should I print concert programmes?: Print the programmes after the artist has approved the final running order and before the final setup day. A practical deadline is 3 to 5 days before the concert, leaving time to correct programme changes.

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