How to organise a school concert from first plan to final applause

Start by fixing the date, programme and room before sending invitations. Then confirm artists and escorts, collect registrations and dietary requirements, and turn the programme into a workable running order. Technical planning needs its own deadline: gather music files, stage requirements and equipment details before the sound check. On the day, allow time to build the stage, test every microphone and cable, prepare the entrance desk and check emergency exits and accessibility before visitors arrive.

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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 artists and escorts
2 people
3
Check the room and stage
2 people
4
Make reservations
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Assign volunteers
2 people
9
Print the program
2 people
10
Create a visitor map
11
Gather technical requirements
2 people
12
Gather music files
2 people
13
Work out the stage layout
2 people
14
Order catering
2 people
15
Test the equipment
3 people
16
Check emergency exits
2 people
17
Check accessibility
2 people
18
Prepare name badges
2 people
19
Prepare entrance desk
2 people
20
Do the shopping
3 people
21
Store chilled products
2 people
22
Prepare snacks
4 people
23
Lay out the programs
2 people

Event

24
Open venue
2 people
25
Set up stage sections
4 people
26
Set up chairs
5 people
27
Set up catering tables
3 people
28
Set up sound equipment
4 people
29
Set up lighting equipment
3 people
30
Set up instruments
4 people
31
Hang up decorations
3 people
32
Set up the entrance and coat check
3 people
33
Set up the catering buffet
4 people
34
Chill drinks
2 people
35
Prepare coffee and tea
2 people
36
Perform the technical sound check
4 people
37
Test the lighting plan
2 people
38
Welcome performers
2 people
39
Brief participants
3 people
40
Open the doors
4 people
41
Welcome visitors
4 people
42
Hand out programs
2 people
43
Staff the cloakroom
2 people
44
Open the concert
45
Guide the performances
3 people
46
Swap microphones
2 people
47
Keep the stage safe
2 people
48
Serve drinks
4 people
49
Serve snacks
4 people
50
Refill drinks
2 people
51
Keep the buffet clean and stocked
2 people
52
Announce break
53
Provide the break program
3 people
54
Guide visitors to their seats
3 people
55
Support the evening program
3 people
56
Photograph performances
57
Handle audience questions
58
Deliver the closing speech
59
See visitors out
4 people
60
Finish coat check
2 people

Aftercare

61
Turn off stage equipment
3 people
62
Store instruments safely
3 people
63
Clean up catering
4 people
64
Wash dishes
3 people
65
Clear away chairs and tables
5 people
66
Remove decorations
3 people
67
Collect waste
3 people
68
Clean the venue
4 people
69
Check toilets
2 people
70
Collect lost and found items
71
Inventory equipment
2 people
72
Lock up the venue
2 people
73
Return borrowed items
2 people
74
Clean up leftovers
2 people
75
Send thank-you messages
2 people

What to bring

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

Furniture

Chairsqty 320
Foldable tablesqty 12
Bar stoolsqty 6
Coat racksqty 4
Stage sectionsqty 12
Stoolsqty 10
Music standsqty 25

Tableware

Reusable drinking glassesqty 350
Coffee cupsqty 120
Small platesqty 120
Pastry platesqty 350
Cutlery setsqty 350
Serving spoonsqty 20
Small bowlsqty 25

Equipment

Mixer
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 12
Microphone standsqty 12
DI boxesqty 6
XLR cablesqty 20
Jack cablesqty 12
Extension cordsqty 12
Power stripsqty 12
Cable traysqty 20
Laptop
Music stand lightsqty 8

Lighting

LED stage lightsqty 8
LED spotlightsqty 6
Light standqty 2
Mood lightingqty 8
Spare batteriesqty 24

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 20
Serving traysqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Measuring cupsqty 4

Decorations

Backdrop clothqty 2
Balloonsqty 150
Buntingqty 12
Stage bannersqty 4
Tableclothsqty 12
Directional signsqty 10
Name badgesqty 40
Program holdersqty 6

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Mop headsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Washing-up tubsqty 4

Catering

Groceries

Tips

Set the programme and running order before opening registrations. Include arrival times for artists and escorts, not just performance times, so the entrance desk and backstage team know who is expected.
Measure the room before arranging chairs, folding tables and stage sections. Leave clear routes to emergency exits and accessible seating, then make a simple visitor floor plan from the final layout.
Collect technical requirements at least 7 days before the concert. Test the mixing desk, speakers, microphones, DI boxes, XLR cables, monitors and music files together rather than checking each item separately.
Print programmes and prepare name badges at least 1 day before the event. Keep spare copies at the entrance desk, where volunteers can also handle late registrations and questions.
Plan food and drinks around storage and serving time. Put chilled products away as soon as they arrive, prepare snacks before doors open, and set out reusable glasses, cups, plates and cutlery only after the room setup is finished.

Frequently asked questions

How far in advance should you plan a school concert?: Set the date, room and main programme at least 8 weeks ahead. Confirm artists, escorts, reservations and technical needs early, then use the final 7 days for registrations, printing and detailed checks.
When should you do the sound check for a school concert?: Complete the full sound check on the event day before visitors arrive, allowing at least 90 minutes for setup and testing. Collect music files and technical requirements no later than 7 days beforehand.
How many chairs do you need for a school concert?: Prepare one chair for every registered visitor, plus about 5% extra for late arrivals or damaged seating. Finalise the count after registrations close and place accessible seating in the room plan.
What should you check before opening the concert venue?: Allow 30 minutes for a final safety and access check before doors open. Confirm emergency exits, accessible routes, the entrance desk, seating, stage layout, lighting, sound and chilled catering.

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.