How to organise a spring concert from first booking to final encore

Start your spring concert plan with the date, venue and participating groups, then build the programme around confirmed availability. Once the repertoire and running order are fixed, send invitations, open registrations and collect dietary requirements before ordering catering. Leave enough time for scores, programme booklets, seating, sound equipment and performer information. The final week should focus on confirmations, shopping, chilling drinks and setting up the entrance, coffee and tea station.

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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 location
2 people
2
Compile program
3 people
3
Confirm participating groups
2 people
4
Set the repertoire and order
3 people
5
Inform conductors
6
Design invitations
2 people
7
Send invitations
2 people
8
Process audience registrations
2 people
9
Collect dietary requirements
10
Register reservations
2 people
11
Collect music scores
2 people
12
Copy music scores
2 people
13
Design program booklet
2 people
14
Print program booklets
2 people
15
Send performer information
16
Publish parking information
17
Order catering
2 people
18
Check the shopping list
2 people
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Set aside dietary products
2 people
23
Prepare the coffee and tea station
2 people
24
Prepare entrance desk
2 people
25
Set up the cash register and change
2 people
26
Brief volunteers
2 people
27
Check emergency exits
2 people
28
Check toilets
2 people
29
Ventilate the hall
30
Clear the hall floor
3 people
31
Clear the stage area
3 people
32
Set up tables
4 people
33
Set up chairs
5 people
34
Set up music stands
3 people
35
Set up the conductor's podium
2 people
36
Set up instruments
5 people
37
Set up a break area for musicians
2 people
38
Connect sound equipment
2 people
39
Test microphones
2 people
40
Check the lighting
2 people
41
Hang up decorations
3 people
42
Place information signs
2 people
43
Place waste bins
2 people
44
Set up the changing area
2 people

Event

45
Welcome performers
2 people
46
Unload instruments
4 people
47
Do the final sound check
3 people
48
Welcome the audience
3 people
49
Check tickets
2 people
50
Hand out program booklets
2 people
51
Manage the cloakroom
2 people
52
Open the concert
53
Assist musicians
2 people
54
Guide the performances
2 people
55
Announce break
56
Serve coffee and tea
3 people
57
Serve snacks
3 people
58
Refill drinks
2 people
59
Collect used dishes
2 people
60
Answer audience questions
2 people
61
Register donations
62
Remove waste regularly
2 people
63
Deliver the closing speech
64
See the audience out
3 people

Aftercare

65
Pack instruments safely
5 people
66
Turn off the sound equipment
2 people
67
Check the equipment
2 people
68
Clear away music stands
3 people
69
Clear away chairs
4 people
70
Clear tables
3 people
71
Remove decorations
3 people
72
Wash dishes
3 people
73
Clean the kitchen
3 people
74
Clean the room
4 people
75
Clean the restrooms
2 people
76
Collect waste
3 people
77
Collect lost and found items
78
Close the register
2 people
79
Count inventory
2 people
80
Return materials
2 people
81
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 10
Bar stoolsqty 4
Coat racksqty 2
Dressing room tablesqty 2
Conductor's podium
Musician chairsqty 45

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 120
Serving spoonsqty 12
Serving traysqty 8
Water jugsqty 10

Equipment

Music standsqty 50
Desk lampsqty 20
Microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 2
DI boxesqty 2
Metronomesqty 2
Instrument standsqty 12
Instrument cratesqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice packsqty 12
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Measuring cupsqty 2
Tea towelsqty 12

Decorations

Flower arrangementsqty 6
Tableclothsqty 10
Stage drapesqty 2
Wayfinding signsqty 6
Program board

Lighting

Standing lampsqty 4
Mood lightingqty 4
Batteriesqty 24

Cleaning

Waste binsqty 8
Trash bag holdersqty 4
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the venue and date before contacting performers, then allow at least 8–10 weeks for invitations, registrations, printed booklets and music preparation.
Set the repertoire and running order before copying scores or designing the programme booklet. Send the final version to conductors and performers no later than 2 weeks before the concert.
Close audience registrations 5–7 days before the event so you can confirm reservations, dietary requirements, seating, catering quantities and the entrance desk procedure.
Test microphones, speakers, mixer, stands, extension cords and power strips during the setup period, not when the first musicians arrive. Keep cable reels and spare connections together for quick fixes.
Prepare refreshments in a separate schedule: chill drinks several hours beforehand, set aside dietary products, and set up coffee, tea, cups, glasses, plates and serving trays before doors open.

Frequently asked questions

How far in advance should I organise a spring concert?: Allow at least 8–10 weeks for a small or medium concert. That gives you time to confirm groups, settle the repertoire, send invitations, process registrations and prepare scores and booklets.
When should I finalise the concert programme?: Finalise the repertoire and running order at least 2 weeks before the concert. Performers and conductors need the settled version for scores, rehearsal planning and programme information.
When should I close registrations for a spring concert?: Close registrations 5–7 days before the event. Use the final number to confirm reservations, dietary requirements, catering, seating and the number of programme booklets to print.
What should be ready before the audience arrives?: Finish the entrance desk, cash register and change, seating, coat racks, sound check and refreshments before doors open. Aim to complete these checks 30–60 minutes in advance, leaving only greeting and registration to do.

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.