How to organise a Passion concert

A Passion concert needs more than a programme and a venue. Start by confirming the date, concert programme and church or concert hall, then secure the performers, permissions, insurance and technical support. Build the schedule around rehearsals and allow time to collect repertoire, texts and technical requirements. In the final week, confirm registrations, seating, catering, volunteers and printed programmes so the concert day is not spent solving avoidable problems.

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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 concert program
2 people
2
Reserve the church or concert venue
3
Contract performers
2 people
4
Collect repertoire and texts
2 people
5
Set rehearsal dates
2 people
6
Check permits and insurance
7
Make reservations for technical equipment
8
Write promotional copy
9
Send invitations
2 people
10
Publish concert online
11
Hang posters
2 people
12
Distribute local promotion
2 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Assign volunteers
2 people
16
Finalize the program
2 people
17
Design program booklet
18
Print program booklets
19
Collect technical input
2 people
20
Create seating plan
2 people
21
Order catering
2 people
22
Send final invitation
23
Confirm registrations
2 people
24
Check performers’ contact details
25
Do the shopping
2 people
26
Gather equipment and materials
2 people

Event

27
Open venue
2 people
28
Unload equipment
3 people
29
Set up chairs
4 people
30
Set up tables for reception
2 people
31
Clear the stage area
3 people
32
Set up backdrop and decorations
2 people
33
Set up the sound system
3 people
34
Set up lighting
2 people
35
Set up instruments
3 people
36
Test microphones
2 people
37
Test the lighting plan
2 people
38
Perform the technical sound check
3 people
39
Run general rehearsal
8 people
40
Set out coffee and tea
2 people
41
Set up the reception table
2 people
42
Display program booklets
43
Set up entrance and wayfinding signs
2 people
44
Staff the reception area
4 people
45
Guide visitors to their seats
3 people
46
Open the concert
47
Announce the program
48
Support the concert
3 people
49
Refill drinks
2 people
50
Serve break drinks
4 people
51
Serve snacks
3 people
52
Handling audience questions
2 people
53
Check toilets periodically
54
Deliver the closing speech
55
Serve farewell drinks
3 people
56
See visitors out
3 people
57
Collect lost and found items

Aftercare

58
Catering breakdown
3 people
59
Clear away chairs and tables
4 people
60
Pack instruments
3 people
61
Take down the sound system
3 people
62
Dismantle lighting
2 people
63
Collect waste
3 people
64
Wash dishes
3 people
65
Clean the venue
4 people
66
Return materials
2 people
67
Return equipment
2 people
68
Hand over keys and venue
69
Archive photos and files
70
Send thank-you message

What to bring

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

Furniture

Chairsqty 180
Tablesqty 8
Dressing room tablesqty 3
Stoolsqty 12
Clothes racksqty 2
Coat racksqty 4

Tableware

Coffee cupsqty 180
Drinking glassesqty 180
Platesqty 180
Pastry forksqty 180
Teaspoonsqty 180
Serving traysqty 12
Coffee potsqty 6
Thermos flasksqty 6

Kitchen

Kettlesqty 3
Serving jugsqty 6
Coolersqty 4
Cutting boardsqty 3
Knivesqty 6
Serving spoonsqty 8
Sugar bowlsqty 6
Milk jugsqty 6

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 8
Music standsqty 16
Piano stool
Metronome

Lighting

LED spotlightsqty 8
Light standsqty 4
Cable traysqty 12

Decorations

Stage drapesqty 4
Flower arrangementsqty 6
Tableclothsqty 8
Candlesqty 24
Candle holdersqty 12
Cable tiesqty 100

Printed materials

Program bookletsqty 200
Directional signsqty 12
Name badgesqty 30

Entrance

Cash register
Cash box
Pensqty 12
Clipboardsqty 6
Wristbandsqty 200

Cleaning

Waste binsqty 8
Broomqty 3
Litter pickersqty 2
Mop setsqty 3
Bucketsqty 4
Cleaning glovesqty 12

Groceries

Groceries

Tips

Book the church or concert venue before announcing the concert, and check whether its capacity, access times, insurance requirements and sound restrictions fit the programme.
Set rehearsal dates as soon as the performers are contracted. Collect repertoire, texts and technical input early; missing scores, microphones or DI boxes can delay the final rehearsal.
Treat promotion and registration as separate jobs. Publish the concert online, distribute local posters and invitations, then keep a current registration list with dietary requirements and contact details.
Create the seating plan only after you know the venue layout and expected attendance. Count chairs, tables, coat racks and dressing-room furniture rather than assuming the venue supplies everything.
Schedule the final technical check before the audience arrives. Test the mixing desk, speakers, subwoofers, wireless microphones, microphone stands, cables and extension cords, and prepare coffee service with cups, glasses, plates and serving equipment.

Frequently asked questions

How far in advance should I organise a Passion concert?: Start at least 12 weeks before the concert. Venue availability, performer contracts, permissions, rehearsals and promotion all need decisions before invitations are sent.
When should the Passion concert programme be finalised?: Aim to finalise the programme 2 to 3 weeks before the concert. That leaves time to check performer details, design and print the programme booklets, and prepare the final invitation.
How many rehearsals do you need for a Passion concert?: Plan at least 3 scheduled rehearsals, with a separate technical run-through if sound equipment is used. Set the dates when performers are contracted so attendance is not left to the final week.
When should catering and dietary requirements be arranged for a concert?: Collect dietary requirements during registration and place the catering order about 7 days before the concert. Confirm the final number of attendees and buy remaining drinks and serving supplies during the last few days.

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.