How to organise a school concert without last-minute chaos

Start by fixing the concert date, booking the hall and securing a rehearsal space. Then build the programme around confirmed student performers, teacher supervision and realistic changeover times. Sound, stage layout and printed materials need testing before the event, not on the afternoon itself. Keep registrations, dietary requirements, emergency contacts and travel information in one working list so volunteers can act quickly on the day.

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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 concert date
2 people
2
Reserve the room
3
Reserve rehearsal space
4
Compile program
3 people
5
Register performing students
2 people
6
Arrange teacher supervision
2 people
7
Design invitations
2 people
8
Send invitations
2 people
9
Open registrations
10
Collect music pieces
2 people
11
Arrange performances and times
3 people
12
Collect dietary requirements
13
Process registrations
2 people
14
Finalize the program
3 people
15
Print programs
2 people
16
Make name badges
2 people
17
Assign volunteers
2 people
18
Order catering
19
Reserve audio equipment
20
Check instrument list
2 people
21
Send traffic and parking information
22
Collect emergency contacts
23
Work out the stage layout
2 people
24
Print technical running order
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Prepare catering
3 people
28
Prepare materials
3 people
29
Clear the hall floor
4 people
30
Set up chairs
5 people
31
Set up tables
3 people
32
Set up stage sections
4 people
33
Set up sound equipment
3 people
34
Connect microphones
2 people
35
Set up instruments
4 people
36
Hang lighting
2 people
37
Hang decorations
3 people
38
Set up the cloakroom
2 people
39
Build the catering buffet
3 people
40
Set up registration desk
2 people
41
Lay out the programs
2 people
42
Test the equipment
3 people
43
Tune instruments
3 people
44
Review performances
5 people

Event

45
Open the doors
3 people
46
Register visitors
4 people
47
Staff the cloakroom
2 people
48
Direct visitors to their seats
3 people
49
Give the opening speech
50
Run the concert program
15 people
51
Announce performances
52
Coordinate stage changes
3 people
53
Adjust sound level
2 people
54
Serve drinks
3 people
55
Serve snacks
3 people
56
Refill drinks
2 people
57
Empty trash bins
2 people
58
Announce break
59
Deliver the closing speech
60
See visitors out
3 people
61
Manage coat check
2 people

Aftercare

62
Store the instruments safely
4 people
63
Tear down audio equipment
3 people
64
Remove lighting
2 people
65
Remove decorations
3 people
66
Take down chairs
4 people
67
Take down tables
3 people
68
Wash dishes
3 people
69
Pack leftover food
2 people
70
Collect waste
3 people
71
Clean the room
4 people
72
Check toilets
2 people
73
Put furniture back
4 people
74
Inventory materials
2 people
75
Return borrowed items
2 people
76
Pack return materials
2 people
77
Collect lost property

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Stage sectionsqty 6
Coat racksqty 3
High tablesqty 6
Stoolsqty 8
Storage boxesqty 10
Coat racksqty 3

Equipment

Mixer
Active speakersqty 2
Stage monitorsqty 2
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 4
XLR cablesqty 8
Jack cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Laptop
Music standsqty 20
Piano stool
Guitar amplifiersqty 2
Keyboard standsqty 2
Spare microphone
Music player
Reserve Laptop Charger
Measuring tape
Cable reelsqty 3
Gaffer tapeqty 6
Toolbox
Spare fuses
Printer paperqty 2
Label printer
USB sticksqty 3

Lighting

LED stage lightsqty 6
String lightsqty 4
Battery lanternsqty 6
Extendable work lightsqty 2

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Paper garlandsqty 8
Backdrop cloth
Tapeqty 6
Cable tiesqty 100
Welcome sign
Directional signsqty 8
Tableclothsqty 12
Plantersqty 4
Photo backdrop
Decorative clothsqty 6

Tableware

Reusable glassesqty 220
Coffee cupsqty 80
Platesqty 220
Forksqty 220
Napkin holdersqty 8
Serving plattersqty 12
Pitchersqty 6
Coffee spoonsqty 80
Cake serversqty 3
Bread basketsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Thermos flasksqty 4
Ice packsqty 20
Cutting knivesqty 6
Serving plattersqty 12
Measuring cupsqty 2
Washing-up bowlsqty 3

Catering

Groceries
Drink dispensersqty 4
Cooler labelsqty 12
Allergen cardsqty 20
Buffet platesqty 8
Drink cratesqty 8
Serving spoonsqty 8
Food containersqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 3
Bucketsqty 3
Floor squeegee
Cleaning cart
Waste binsqty 8
Waste sorting binsqty 3

Tips

Set the programme only after you know which students are performing. Leave a few minutes between acts for instrument changes, microphone adjustments and students moving on and off stage.
Reserve and test the audio setup well before concert week. Check the mixing desk, active speakers, monitors, microphones, stands, DI boxes, cables, power strips and extension cords together in the actual room.
Make the stage plan at least one week ahead and print the technical run sheet. Mark positions for music stands, the piano stool, amplifiers, keyboard stands and cable routes so walkways stay clear.
Close registrations early enough to process names, print programmes and make name badges. Send parking and traffic information with the final confirmation, and collect emergency contacts and dietary requirements before ordering catering.
Give volunteers specific jobs and arrival times rather than asking for general help. Include separate people for registration, seating, performers, backstage movement, refreshments and checking that equipment is returned after the concert.

Frequently asked questions

How far in advance should you plan a school concert?: Fix the date and reserve the hall and rehearsal space at least 8 to 12 weeks ahead. Aim to finalise the programme and performer list 2 to 3 weeks before the concert, leaving the final week for printing, briefings and technical checks.
How long should a school concert programme be?: Allow about 3 to 5 minutes per short student performance, plus 2 to 4 minutes for each changeover. For a concert lasting 60 to 90 minutes, build in at least one short interval or a clear refreshment break.
When should the sound equipment be tested for a school concert?: Do a full room-based soundcheck at least 3 to 7 days before the concert if possible. On the day, schedule a final line check 2 to 3 hours before doors open, including every microphone, instrument connection, monitor and playback device.
When should invitations and registrations close?: Open registrations as soon as the date, venue and programme outline are confirmed. Close them 5 to 7 days before the concert so you can process attendees, print programmes and name badges, and pass final catering numbers to the supplier.

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.