How to organise a marching concert

Start by fixing the date and performance programme, then confirm every marching band before promoting the concert. The venue, grounds, permits and insurance determine what you can safely build and how visitors, performers and vehicles move around the site. Work from the programme backwards: arrange sound, lighting, staging, catering, toilets and volunteers around arrival, setup, performances and departure times. Keep the final week for confirmations and stock checks, not major decisions.

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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 date and program
2 people
2
Confirm marching bands
2 people
3
Check the venue and grounds
2 people
4
Check permits
5
Check insurance and arrangements
6
Send invitations
2 people
7
Promote performances
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Book catering
11
Reserve restroom facilities
12
Check power outlets
2 people
13
Create the sound plan
2 people
14
Create the lighting plan
2 people
15
Create floor plan
2 people
16
Assign volunteers
2 people
17
Send artist information
18
Send parking information
19
Have the program printed
20
Prepare name badges
2 people
21
Inventory materials
2 people
22
Check the shopping list
23
Do the shopping
3 people
24
Chill drinks
2 people
25
Prepare snacks
3 people
26
Lay out the programs
2 people
27
Cordon off the area
3 people
28
Set up the stage
4 people
29
Set up the tents
4 people
30
Set up tables
3 people
31
Set up chairs
4 people
32
Set up music stands
2 people
33
Set up the instrument room
2 people
34
Set up sound equipment
3 people
35
Connect microphones
2 people
36
Install lighting
3 people
37
Safely connect power
2 people
38
Set up catering point
3 people
39
Set up coffee station
2 people
40
Set out tableware and cutlery
2 people
41
Set up the entrance
2 people
42
Hang up decorations
3 people
43
Check toilets
2 people
44
Clear emergency routes
2 people
45
Perform sound check
3 people
46
Perform lighting test
2 people
47
Welcome performers
2 people
48
Go over the schedule with the bands
3 people

Event

49
Staff the entrance
3 people
50
Hand out programs
2 people
51
Guide visitors to their seats
3 people
52
Assist performers
2 people
53
Announce performances
54
Monitor sound level
2 people
55
Staff the catering point
4 people
56
Serve coffee and tea
2 people
57
Serve snacks
3 people
58
Refill drinks
2 people
59
Keep tables clean
2 people
60
Collect waste
2 people
61
Check toilets periodically
2 people
62
Adjust lighting
63
Support the final performance
2 people
64
See visitors out
3 people

Aftercare

65
Turn off the sound equipment
2 people
66
Clean up catering
4 people
67
Collect tableware
3 people
68
Empty waste containers
3 people
69
Remove decorations
3 people
70
Clear away chairs and tables
4 people
71
Take down tents
4 people
72
Clear the stage and lecterns
4 people
73
Pack equipment
3 people
74
Clean the grounds
4 people
75
Leave venue clean
2 people
76
Return materials
2 people
77
Return borrowed items
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Party tentsqty 3
Beer tablesqty 8
Foldable tablesqty 8
Chairsqty 320
Stoolsqty 12
Clothes racksqty 2
Bollardsqty 12

Equipment

Mixer
Active speakersqty 4
Subwoofersqty 2
Wireless microphonesqty 3
Microphone standsqty 4
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Music standsqty 80
Conductor's lecternqty 2
Music stand lightsqty 20
Stage stepsqty 2

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 8
Battery lanternsqty 12
Batteriesqty 48

Tableware

Glassesqty 350
Coffee cupsqty 120
Platesqty 350
Forksqty 350
Knivesqty 150
Spoonsqty 150

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 8
Ice containersqty 4
Serving plattersqty 20
Serving traysqty 8
Pliersqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Storage binsqty 20
Cooler labels

Decorations

Buntingqty 12
Stage drapesqty 4
Tableclothsqty 16
Program boardsqty 4
Wayfinding signsqty 10
Chalkboardsqty 4

Cleaning

Waste binsqty 12
Vacuum cleaner
Broom setsqty 3
Mopsqty 3
Bucketsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Flashlightsqty 6
Vestsqty 12
Barrier tapeqty 6

Catering

Groceries

Tips

Confirm each marching band’s arrival time, performance length, changing needs and equipment requirements before you publish the programme. Send artist information and parking instructions at least one week before the concert.
Walk the venue with the floor plan and mark the stage, audience area, parking route, catering point and toilets. Check every power outlet during this visit, including cable routes and locations where cable trays or bollards are needed.
Build the sound plan around the actual setup: mixer, active speakers, subwoofers, microphones, DI boxes and cable lengths. Schedule a full soundcheck before doors open, with enough time to correct feedback or missing adapters.
Assign named volunteers to arrival, parking, artist support, catering and backstage duties. Give each person a start time and a contact method; a general request for help usually leaves the busiest areas uncovered.
Finish printed programmes, name badges, shopping and drink chilling no later than the day before. Count glasses, coffee cups, extension cords, batteries and lighting equipment separately so small missing items do not delay opening.

Frequently asked questions

How far in advance should I organise a marching concert?: Start at least 12 weeks ahead if several bands, permits and temporary facilities are involved. Confirm the programme and performers first, then complete venue, insurance, catering, toilet and technical arrangements before promotion.
When should marching bands receive the event information?: Send arrival times, parking details, performance order, stage information and contact details at least 7 days before the concert. Ask them to report dietary requirements and any technical changes by a fixed deadline, preferably 3 to 5 days before the event.
How long before the concert should the soundcheck start?: Allow at least 90 minutes for a concert with multiple marching bands, and longer if the stage or sound system changes between acts. Have the mixer, speakers, microphones, stands, DI boxes and cables in place before the first band arrives.
When should drinks and snacks be prepared for a marching concert?: Buy non-perishable supplies 2 to 3 days before the concert and chill drinks the day before. Prepare snacks on the event day, allowing at least 60 minutes before doors open for setup and dietary checks.

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.