How to organise a string orchestra concert

A string orchestra concert runs smoothly when the music, venue and audience arrangements are planned as one schedule. Start by confirming the date, venue, orchestra lineup, conductor and soloists, then set the repertoire before opening registration. Rehearsal space, orchestral parts, music stands and stage layout need attention well before concert day. The final hours are for checking the visitor list, preparing refreshments and opening a clean, ventilated venue—not solving missing equipment or unclear timings.

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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 concert date and location
2 people
2
Confirm orchestra lineup
3
Set repertoire and program
2 people
4
Confirm the conductor and soloists
5
Send invitations
2 people
6
Open online registrations
7
Process registrations
8
Collect dietary requirements
9
Make a rehearsal space reservation
10
Confirm concert venue booking
11
Prepare the program and route description
2 people
12
Print programs
13
Distribute promotional posters
2 people
14
Check visitor list
15
Calculate catering quantities
16
Check the shopping list
17
Do the shopping
2 people
18
Sort programs
2 people
19
Store catering items safely
2 people
20
Lay out orchestral parts
2 people
21
Pick up venue keys
22
Open venue
2 people
23
Ventilate the rooms
2 people
24
Clean the audience area
3 people
25
Clean the stage floor
2 people
26
Set up chairs for the audience
4 people
27
Set up orchestra chairs
3 people
28
Set up music stands
3 people
29
Place conductor’s stand
2 people
30
Place the scores on music stands
3 people
31
Set up the instrument room
2 people
32
Set up the reception table
2 people
33
Place programs at the entrance
34
Set up the catering table
3 people
35
Chill drinks
2 people
36
Set up coffee and tea station
2 people
37
Placing parking and route signs
2 people
38
Check toilets
39
Check the lighting
2 people
40
Clear emergency exits
2 people
41
Welcome the orchestra
2 people
42
Unload instruments safely
4 people
43
Conduct a short orchestra rehearsal
20 people

Event

44
Open reception for attendees
4 people
45
Register visitors
3 people
46
Hand out programs
2 people
47
Guide visitors to their seats
3 people
48
Announce the concert
49
Perform the first concert section
20 people
50
Refill drinks
2 people
51
Serve break catering
4 people
52
Serve coffee and tea
2 people
53
Perform the second concert set
20 people
54
Receive audience questions
55
Announce evening program
56
Perform the evening concert
20 people
57
Restock drinks and snacks
3 people
58
Serve the artists' drink
3 people
59
See visitors out
3 people
60
Collect lost and found items

Aftercare

61
Pack instruments
4 people
62
Gather music stands
3 people
63
Store party tents and stands
3 people
64
Wash dishes
3 people
65
Clear catering tables
2 people
66
Collect waste
3 people
67
Stack audience chairs
4 people
68
Clean the venue
4 people
69
Clean the restrooms
2 people
70
Remove decorations and signage
2 people
71
Switch off equipment
2 people
72
Store leftover catering
2 people
73
Take Out the Waste Bins
2 people
74
Lock up the venue
2 people
75
Return keys
76
Return borrowed materials
2 people
77
Clean up leftover materials
2 people
78
Check Unpaid Invoices
79
Send visitor thank-you gifts

What to bring

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

Furniture

Audience chairsqty 100
Orchestra chairsqty 24
Catering tablesqty 4
Reception desk
Dressing room tablesqty 3
Clothes racksqty 2

Equipment

Music standsqty 24
Conductor's lectern
Piano stool
Metronomeqty 2
Music stand lightsqty 12
Extension cordsqty 6
Power stripsqty 4
Microphone stand
Handheld microphone
Bluetooth speaker

Lighting

LED work lightsqty 4
String lightsqty 3

Tableware

Water glassesqty 120
Coffee cupsqty 80
Platesqty 80
Teaspoonsqty 80
Cake platesqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving plattersqty 8
Serving tongsqty 6
Serving jugsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Ice packsqty 12

Decorations

Tableclothsqty 8
Entrance sign
Program standsqty 3
Route signsqty 6
Plantsqty 6
Changing room signsqty 3

Catering

Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 6
Trash bin labelsqty 12

Organization

Name badgesqty 30
Ballpoint pensqty 12
Clipboardsqty 4
Visitor list foldersqty 3
Wristbandsqty 120
Programsqty 120
Paper tapeqty 6
Painter's tapeqty 4
Safety pinsqty 2

Safety

Flashlightsqty 4
Conesqty 12
Emergency exit signsqty 6
Cable matsqty 6
First aid kit
Fire blanket

Instruments

Spare violin stringsqty 4
Spare viola bowsqty 2
Spare Cello String Setsqty 2
Resinqty 8
Tuning forksqty 2
Instrument standsqty 6
Piano stool

Clothing

Clothes hangersqty 60
Clothing coversqty 12

Tips

Lock the musical plan before sending invitations: confirm the orchestra lineup, conductor, soloists and repertoire first, so the programme and registration information do not need last-minute changes.
Reserve both the concert venue and a rehearsal space early. Allow enough time for the orchestra to arrive, place chairs and music stands, test stand lights and organise any piano or lectern before the audience enters.
Prepare the audience information at least several days ahead. Print the programmes, include the route description, and keep a checked visitor list at the reception desk rather than assembling it while guests arrive.
Work out catering quantities from the registration numbers, including dietary requirements. Shop after the numbers are checked, then store cool items safely and set out coffee, tea, water and cake service before doors open.
Build a concert-day setup checklist with timings for collecting the keys, ventilating the rooms, cleaning the audience area and stage floor, and testing extension cords, power strips, microphones and lighting before musicians warm up.

Frequently asked questions

How far in advance should I organise a string orchestra concert?: Start at least 8 to 12 weeks ahead. Confirm the venue, musicians and repertoire first, then open registration once the core programme is stable.
When should I book a rehearsal space for a string orchestra concert?: Book it as soon as the concert date and orchestra lineup are confirmed, preferably 6 to 8 weeks before the performance. A separate rehearsal space avoids losing concert-venue access to setup or other bookings.
How many chairs and music stands does a string orchestra need?: Plan one orchestra chair and one music stand for every seated player, plus a conductor’s lectern. Add at least 2 spare chairs and stands if storage and venue capacity allow.
How early should the venue open on concert day?: Allow at least 3 hours before the audience arrives. That gives you time to collect keys, ventilate and clean the rooms, set the stage, place the orchestral parts, check equipment and prepare reception and catering.

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