How to organise a memorial concert

Start with the date, programme and venue before contacting guests or ordering materials. A memorial concert needs more lead time than a standard performance because artists, a conductor, rehearsals, music rights and remembrance elements must fit together. Build the plan around the rehearsal schedule, then arrange invitations, registrations, seating and catering. Leave time for a technical check, speaker briefing and a calm arrival for guests who may need special seating or support.

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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
Reserve the venue and hall
2 people
3
Arrange permits and notifications
2 people
4
Confirm artists and conductor
2 people
5
Check music rights
6
Create the rehearsal schedule
2 people
7
Reserve rehearsal space
8
Draft invitations
2 people
9
Send invitations
2 people
10
Send press release
11
Publish memorial information
12
Process registrations
2 people
13
Collect dietary requirements
14
Register special seating
15
Have program brochures printed
16
Order memorial candles
17
Order catering
2 people
18
Reserve audio equipment
2 people
19
Reserve a piano or keyboard
20
Reserve chairs and tables
21
Inform the photographer
22
Assign volunteers
2 people
23
Brief the presenter
24
Brief speakers
25
Check emergency exits
2 people
26
Check accessibility
2 people
27
Distribute parking information
28
Print the run sheet
29
Lay out the sheet music
2 people
30
Make name badges
31
Do the shopping
3 people
32
Chill drinks
2 people
33
Prepare snacks
3 people
34
Prepare memorial materials
2 people

Event

35
Open hall
2 people
36
Clear the stage
3 people
37
Set up chairs
5 people
38
Set up tables
3 people
39
Set up sound equipment
3 people
40
Connect microphones
2 people
41
Check lights and cables
2 people
42
Prepare sheet music
3 people
43
Create memorial corner
2 people
44
Set up candle stand
2 people
45
Set up registration desk
2 people
46
Lay out program brochures
2 people
47
Set up the cloakroom
2 people
48
Check toilets
2 people
49
Welcome performers
2 people
50
Run a short sound check
3 people
51
Welcome the audience
4 people
52
Check off registrations
2 people
53
Hand out program brochures
2 people
54
Guide Seating
3 people
55
Hand Out Candles
2 people
56
Lead the memorial moment
2 people
57
Announce concert segments
58
Guide speakers
2 people
59
Serve coffee and tea
4 people
60
Serve snacks
3 people
61
Refill drinks
2 people
62
Empty trash bins
2 people
63
Guide the audience to the exit
3 people

Aftercare

64
Dismantle audio equipment
3 people
65
Pack instruments
3 people
66
Dismantle chairs and tables
5 people
67
Dismantle memorial area
2 people
68
Pack leftover food
2 people
69
Wash dishes
3 people
70
Clean the room
4 people
71
Clean the restrooms
2 people
72
Collect waste
3 people
73
Collect lost and found items
74
Check the venue
2 people
75
Return keys
76
Return sound equipment
2 people
77
Return furniture
2 people
78
Store leftover materials
2 people
79
Collect photos and files

What to bring

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

Furniture

Chairsqty 120
Tablesqty 10
Dressing tablesqty 2
Coat racksqty 2
Stoolsqty 8
Stage modulesqty 6
Music standsqty 35
Conductor's lectern
Coat racksqty 4
Bollardsqty 6

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 120
Forksqty 120
Teaspoonsqty 120
Serving spoonsqty 12
Coffee potsqty 4
Teapotsqty 3
Serving plattersqty 12
Serving traysqty 8

Equipment

Mixer
Speakersqty 2
Monitor speakersqty 2
Wireless microphonesqty 3
Wired microphonesqty 4
Microphone standsqty 6
DI boxesqty 2
Keyboard
Keyboard stand
Music standsqty 35
XLR cablesqty 12
Jack cablesqty 6
Power stripsqty 8
Extension cordsqty 10
Cable matsqty 12
Cable tiesqty 100

Lighting

LED spotlightsqty 6
Tripod lightingqty 2
Emergency lightsqty 4

Decorations

Memorial candlesqty 120
Candle holdersqty 4
White table runnersqty 10
Flower arrangementsqty 4
Memorial banner
Photo framesqty 6
Table décorqty 10

Kitchen

Thermos flasksqty 8
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Oven mittsqty 2

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Hand broomsqty 3
Toilet brushesqty 3
Glovesqty 12

Catering

Program leafletsqty 130
Name badgesqty 30
Pensqty 20
Registration formsqty 130
Napkinsqty 300
Serving plattersqty 12
Groceries

Tips

Set the date and programme first, then confirm the artists, conductor and rehearsal space. Work backwards from the concert and allow at least two full rehearsals with the final line-up.
Check music rights before printing brochures or publishing the programme. Late changes to repertoire can affect permissions, rehearsal plans and the information sent to guests.
Book the venue, piano or keyboard, chairs and sound equipment as one coordinated package. Schedule the audio check at least two hours before doors open, especially when you need microphones, monitors and DI boxes.
Ask about dietary requirements and special seating when registrations are processed, not during the final week. Give the caterer the confirmed numbers and requirements at least five working days before the concert.
Brief the presenter and speakers in writing, and walk volunteers through entrances, emergency exits, coats and seating before guests arrive. Order memorial candles and printed brochures early enough to check quantities and names before the event.

Frequently asked questions

How far in advance should I organise a memorial concert?: Start planning at least 12 weeks ahead. Use the first two weeks for the date, programme, venue and artist availability, then reserve time for rights checks, invitations, rehearsals and production.
How many rehearsals are needed for a memorial concert?: Plan at least two full rehearsals with the confirmed performers, plus a technical sound check on the day. Add another rehearsal if speakers, readings or unfamiliar arrangements are part of the programme.
When should invitations for a memorial concert be sent?: Send invitations around 6 to 8 weeks before the concert, with a clear registration deadline. Close registrations at least 5 working days before the event so seating, catering and special requirements can be finalised.
When should I book sound equipment for a memorial concert?: Reserve speakers, microphones, stands, monitors and related equipment as soon as the venue and programme are confirmed, ideally 8 to 10 weeks ahead. Set aside at least two hours on the day for setup and testing.

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