How to organise a Passion concert from first date to final performance

A Passion concert needs more than a musical programme and a rehearsal schedule. Start by fixing the concert date and venue, then confirm the conductor and musicians before publishing invitations or publicity. Work backwards from the performance to allow time for registrations, dietary requirements, permits, insurance, printed programmes and music parts. On the day, the hall setup, sound check, lighting, refreshments and volunteer briefing must happen in a fixed order so the choir and musicians can concentrate on performing.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm the concert date
2 people
2
Reserve venue
2 people
3
Compile program
3 people
4
Confirm musicians
2 people
5
Confirm Conductor
6
Set rehearsal dates
2 people
7
Send invitations
2 people
8
Publish publicity
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Make reservations
2 people
12
Check permits
13
Check insurance
14
Assign volunteers
2 people
15
Collect music scores
2 people
16
Check the music parts
3 people
17
Have the program printed
18
Do the shopping
2 people
19
Check materials
2 people
20
Share route directions

Event

21
Open venue
2 people
22
Ventilate the hall
2 people
23
Set up tables
4 people
24
Set up chairs
5 people
25
Set up music stands
3 people
26
Set up the conductor's station
2 people
27
Set up instruments
4 people
28
Connect the sound system
2 people
29
Test microphones
2 people
30
Set up lighting
2 people
31
Hang up decorations
3 people
32
Set up the entrance
2 people
33
Lay out the programs
2 people
34
Set up the cloakroom
2 people
35
Set up coffee station
3 people
36
Chill drinks
2 people
37
Set out snacks
3 people
38
Test the cash register and card terminal
2 people
39
Open the public entrance
2 people
40
Welcome visitors
4 people
41
Check tickets
2 people
42
Hand out programs
2 people
43
Seat visitors
3 people
44
Staff the cloakroom
2 people
45
Announce the concert
46
Perform music
30 people
47
Lead the break
4 people
48
Serve coffee and tea
4 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Answer audience questions
2 people
52
Register donations
2 people
53
Announce the closing
54
See visitors out
3 people
55
Clear out the cloakroom
2 people
56
Close the register
2 people

Aftercare

57
Tidy up instruments
4 people
58
Dismantle the sound system
2 people
59
Clear away music stands
3 people
60
Put furniture back
5 people
61
Remove decorations
3 people
62
Wash dishes
3 people
63
Collect waste
3 people
64
Clean the room
4 people
65
Clean the restrooms
2 people
66
Inventory materials
2 people
67
Return borrowed items
2 people
68
Lock up the venue
2 people
69
Keep lost and found items
70
Check payments
2 people
71
Store leftover stock
2 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 10
Dressing room tablesqty 4
Stoolsqty 12
Coat racksqty 3
Stage sectionsqty 8
Lectern
Conductor's lectern

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 180
Cake platesqty 120
Coffee spoonsqty 120
Forksqty 120
Serving tongsqty 6

Equipment

Microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Amplifier
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Music standsqty 35
Desk dividersqty 35
Piano stool
Metronome

Lighting

LED spotlightsqty 6
Light standsqty 3
Battery lanternsqty 6

Decorations

Flower arrangementsqty 4
Tableclothsqty 10
Menu standsqty 6
Postersqty 12
Directional signsqty 8
Program standsqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving jugsqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Washing-up basinsqty 3

Catering

Cash register
Payment terminal
Cash box
Donation boxqty 2
Napkin holdersqty 6
Chalkboardsqty 4
Name stickersqty 100
Clothes hangersqty 180
Groceries

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 4
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8
Hand soap dispensersqty 4
Toilet brushesqty 4
First aid kit

Tips

Set the date and venue before contacting the full ensemble. Allow at least 8–12 weeks for confirmations, rehearsals, publicity and practical arrangements, especially if the programme includes several musicians or a conductor.
Check the music parts well before the first rehearsal. Collect all scores early, compare the parts with the final programme and keep spare copies available; missing or inconsistent parts are difficult to fix on concert day.
Treat registrations and dietary requirements as a separate deadline. Close registrations several days before the concert so seating, refreshments, tableware and any reservations can be adjusted without last-minute shopping.
Schedule the venue setup in layers: open and ventilate the hall first, arrange stage sections and chairs, then place music stands and the conductor’s lectern before testing microphones, speakers, cables and lighting. Keep cable mats and extension equipment ready before the sound check starts.
Assign volunteers to specific jobs rather than asking for general help. Cover the entrance, registrations, refreshments, musicians’ area, audience seating and closing tasks, and give everyone a reporting time at least 60 minutes before the audience arrives.

Frequently asked questions

How far in advance should I organise a Passion concert?: Start at least 8–12 weeks before the performance. Confirm the date, venue, conductor and musicians first, then set rehearsals, publish information and leave the final week for printing, shopping and checks.
When should the music programme be finalised?: Finalise the programme before printing and before checking the music parts, ideally no later than 2–3 weeks before the concert. This gives musicians time to work from the correct scores and leaves time to correct missing parts.
When should I close concert registrations?: Close registrations several days before the concert, commonly 3–5 days in advance. Use the final numbers to plan seating, refreshments, dietary requirements and any reservations.
How early should volunteers arrive for a Passion concert?: Ask volunteers to arrive at least 60 minutes before the audience. The hall still needs to be ventilated and arranged, equipment tested, refreshments prepared and the entrance or registration desk staffed.

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.