How to organise a string concert

A string concert runs smoothly when the practical work follows the musical planning. Start by fixing the date and venue, then confirm the musicians, order the repertoire and secure rehearsal space before sending invitations. In the final weeks, track registrations, dietary requirements, volunteers and parking information alongside the programme. On the day, allow time to collect instruments and parts, open the hall, check the toilets and arrange seating, signs, refreshments and sound equipment.

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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
Reserve venue
2
Set the concert date
2 people
3
Compile program
2 people
4
Confirm musicians
2 people
5
Order repertoire and parts
6
Reserve rehearsal space
7
Draft invitations
2 people
8
Send invitations
2 people
9
Publish concert online
10
Process registrations
2 people
11
Collect dietary requirements
12
Schedule volunteers
2 people
13
Send parking information
14
Finalize the program
2 people
15
Design program booklet
16
Print program booklets
2 people
17
Book catering
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Collect instruments and parts
3 people
21
Pick up venue keys
22
Open hall
2 people
23
Check toilets
24
Set up entrance and wayfinding signs
2 people
25
Set up chairs for the audience
4 people
26
Clear the stage area
3 people
27
Set up the musicians' arrangement
3 people
28
Set up music stands
3 people
29
Set up chairs for musicians
3 people
30
Place conductor’s stand
2 people
31
Check the lighting
2 people
32
Test sound system
2 people
33
Tune instruments
4 people
34
Place the scores on music stands
3 people
35
Set up the catering buffet
3 people
36
Chill drinks
2 people
37
Prepare coffee and tea
2 people
38
Lay out program booklets
2 people

Event

39
Staff the entrance desk
2 people
40
Welcome visitors
3 people
41
Hand out programs
2 people
42
Manage the cloakroom
2 people
43
Escort audience to the hall
3 people
44
Open the concert
45
Run the concert program
15 people
46
Serve break drinks
4 people
47
Serve snacks
3 people
48
Refill drinks
2 people
49
Seat the hall again
3 people
50
Perform the second concert set
15 people
51
Guide the audience to the exit
3 people
52
Host the post-event gathering
4 people
53
Refill drinks
2 people
54
Clear away dishes
3 people
55
See off the musicians
2 people

Aftercare

56
Pack instruments
4 people
57
Gather music stands
3 people
58
Take down chairs and tables
4 people
59
Clean up catering
3 people
60
Collect waste
3 people
61
Wash dishes
3 people
62
Clean the room
4 people
63
Clean the restrooms
2 people
64
Dismantle the sound system
2 people
65
Check materials
2 people
66
Return borrowed items
2 people
67
Lock up the venue
2 people

What to bring

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

Furniture

Audience chairsqty 120
Musician chairsqty 20
Foldable tablesqty 8
Coat racksqty 3
Clothes hangersqty 120
Conductor's lectern
Music standsqty 18

Tableware

Coffee cupsqty 120
Water glassesqty 120
Cake platesqty 120
Coffee spoonsqty 120
Cake forksqty 120
Serving traysqty 8
Water carafesqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Small bowlsqty 12
Waste binsqty 6

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Lighting

Standing lampsqty 4
Light cablesqty 4

Decorations

Concert postersqty 12
Tableclothsqty 8
Flower arrangementsqty 4

Cleaning

Broomqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date only after checking the venue and musicians’ availability. Reserve rehearsal space at the same time, because finding a suitable room later can delay the programme.
Order the repertoire and parts as soon as the programme is agreed. Keep one complete set for the conductor and music stands, and collect all instruments and parts before the concert day.
Send invitations early and keep registrations in one list. Ask for dietary requirements when people register, then give the caterer a final headcount several days before the concert.
Plan the audience layout before opening the hall. Allow time for audience chairs, musician chairs, music stands, the conductor’s lectern, coat racks and clear entrance and wayfinding signs.
Test the sound and power setup before guests arrive. Check microphones, speakers, the mixer, extension cords and power strips, then secure loose cables with gaffer tape rather than leaving them across walkways.

Frequently asked questions

How far in advance should I organise a string concert?: Start at least 8 to 12 weeks ahead. Fix the date and venue first, then confirm musicians, order the repertoire and parts, reserve rehearsal space and send invitations.
When should I send invitations for a string concert?: Send them around 6 weeks before the concert if registration is required. Set a clear registration deadline about 10 to 14 days before the event so you can confirm seating, catering and dietary requirements.
How many rehearsals are needed for a string concert?: Plan at least 2 or 3 full rehearsals, depending on the programme and ensemble. Reserve the rehearsal space when you confirm the concert date, not after the invitations have gone out.
What should I do on the day of a string concert?: Open the hall at least 2 to 3 hours before the audience arrives. Use that time to check toilets, arrange chairs and signs, set up refreshments and test microphones, speakers and power connections.

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