How to organise a school concert from first booking to final rehearsal

A school concert runs smoothly when the programme, performers and room setup are settled before invitations go out. Start by confirming the date and venue, then build the running order around performing groups and rehearsal times. After that, handle registrations, dietary requirements and volunteer cover while the technical plan takes shape. Leave enough time for a full rehearsal, because microphone positions, stage sections, music stands and cable routes rarely work perfectly on the first setup.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Confirm the venue, access times and stage dimensions before compiling the programme. You need these details to decide how many groups can perform and whether the planned stage layout will fit.
Set the running order before sending invitations, and record rehearsal times for every performing group. Include realistic changeover time for instruments, microphones and music stands rather than scheduling performances back to back.
Create the technical and floor plans at least one week before the concert. Mark the positions of speakers, monitors, microphone stands, DI-boxes, instrument cables, extension cords and audience seating so the setup team is not improvising on the day.
Close registrations several days before the concert and turn them into one final participant list. Use it to prepare name badges, the programme booklets, seating information and a volunteer rota; late changes are easy to miss when lists remain separate.
Run a complete rehearsal in the actual room, including announcements, lighting, entrances, exits and the final group. Check every microphone, cable, power strip and instrument connection, and keep a USB stick with the final programme on hand as a backup.

Frequently asked questions

How far in advance should I organise a school concert?: Confirm the date and venue at least 8 to 12 weeks ahead. Send invitations only after the programme framework, performing groups and registration process are clear. Close registrations several days before the concert so you can produce a reliable final participant list.
How many rehearsals does a school concert need?: Plan at least one rehearsal for each performing group and one full run-through in the venue. The complete rehearsal should happen no later than 1 to 2 days before the concert, with enough time to correct the stage layout and sound setup.
What should I check during the final school concert rehearsal?: Allow 60 to 90 minutes for the full technical rehearsal. Test every wired and wireless microphone, monitor, speaker, DI-box, music stand, instrument cable and lighting position, then practise entrances, exits and group changes in the planned running order.
When should I arrange volunteers and catering for a school concert?: Assign volunteers at least 2 weeks before the event, including roles for access, coats, performer coordination and refreshments. Place the catering order after registrations close, normally 3 to 5 days before the concert, once dietary requirements are confirmed.