How to organise a symphony concert from start to finish

Organising a symphony concert starts with the venue, orchestra and programme—not with ticket sales. Confirm the conductor and musicians early, then work through permits, insurance, technical requirements and audience logistics in that order. The final week is about checking the lineup, printing music parts, preparing seating and confirming catering quantities. This approach prevents common delays, especially around stage equipment, power, visitor information and last-minute dietary requirements.

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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
Hire the orchestra
3
Confirm the conductor
4
Choose the concert program
2 people
5
Apply for permits
6
Arrange insurance
7
Book catering
8
Reserve equipment
9
Book photographer
10
Open ticket sales
11
Send invitations
2 people
12
Distribute publicity
2 people
13
Order program brochures
14
Process registrations
15
Collect dietary requirements
16
Arrange seating
2 people
17
Check orchestra lineup
18
Print the music parts
2 people
19
Create technical floor plan
2 people
20
Determine catering quantities
21
Check visitor list
2 people
22
Sort wristbands and tickets
2 people
23
Do the shopping
3 people
24
Chill drinks
2 people
25
Lay out the sheet music
2 people

Event

26
Open venue
2 people
27
Check lighting and heating
2 people
28
Set up the stage
6 people
29
Set up chairs
4 people
30
Set up orchestra chairs
3 people
31
Set up music stands
3 people
32
Set up the instrument room
2 people
33
Connect the sound system
3 people
34
Connect stage lighting
2 people
35
Test microphones
2 people
36
Put out program brochures
3 people
37
Set up the registration desk
2 people
38
Set up the cloakroom
2 people
39
Set up the catering buffet
4 people
40
Prepare coffee and tea
2 people
41
Welcome the orchestra
2 people
42
Position instruments safely
3 people
43
Tune up the orchestra
44
Check sound balance
3 people
45
Brief crowd guides
2 people
46
Open the doors
3 people
47
Check tickets
3 people
48
Guide visitors to their seats
4 people
49
Hand out programs
2 people
50
Staff the coat check
2 people
51
Host the concert
52
Serve break drinks
5 people
53
Serve snacks
4 people
54
Refill drinks
2 people
55
Check the hall again
2 people
56
Guide second concert part
2 people
57
See the audience out
4 people
58
Thank the Orchestra and Check Out
2 people
59
Prepare the evening reception
4 people
60
Restock the evening buffet
3 people
61
Guide the evening walk-in
4 people
62
Check evening tickets
3 people
63
Present the evening program
64
Serve the evening break
5 people
65
Clear up after the evening break
3 people
66
Guide the final applause
67
Guide the audience to the exit
4 people
68
Close the register
2 people
69
Lock the cloakroom
2 people

Aftercare

70
Clean up catering
4 people
71
Wash dishes
3 people
72
Collect waste
3 people
73
Clean the room
4 people
74
Dismantle the stage
6 people
75
Clear away chairs
4 people
76
Clear away music stands
3 people
77
Disconnect sound equipment
3 people
78
Disconnect lighting
2 people
79
Hand over the venue
2 people
80
Return rental items
2 people
81
Clean up leftovers
2 people
82
Register lost and found items
83
Archive photos
84
Send thank-you messages
2 people
85
Check invoices

What to bring

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

Furniture

Stage sectionsqty 12
Audience chairsqty 180
Orchestra chairsqty 75
Foldable tablesqty 12
Coat racksqty 4
Stoolsqty 8

Equipment

Music standsqty 75
Conductor's lectern
Conductor's podium
Microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Stage monitorsqty 2
DI boxesqty 2
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 10
Cable tiesqty 100

Lighting

Stage spotlightsqty 6
Light standsqty 4
LED string lightsqty 4

Tableware

Wine glassesqty 180
Water glassesqty 180
Coffee cupsqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Serving spoonsqty 12
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8

Decorations

Tableclothsqty 12
Menu Card Holdersqty 12
Flower arrangementsqty 8
Welcome signsqty 4
Route signsqty 12
Arrow tapeqty 4

Cleaning

Waste binsqty 10
Mop setsqty 3
Vacuum cleanersqty 2
Cleaning bucketsqty 4

Catering

Groceries

Tips

Lock in the venue, orchestra and conductor before opening ticket sales. Allow at least 8–12 weeks for confirmations, permits and insurance, and check that the space can fit stage sections, orchestra chairs, audience seating and coat racks.
Choose the programme before printing music parts or creating the technical floor plan. Share the final running order with the conductor and venue no later than 3–4 weeks before the concert so stands, microphones, monitors and lighting can be positioned correctly.
Treat sound and power as one plan. Mark the positions of the mixer, speakers, microphones and stage monitors, then count extension cords, power strips, cable mats and cable ties; test every connection during the venue setup rather than on concert day.
Close audience administration 5–7 days before the concert. Process registrations, collect dietary requirements, check the visitor list and sort wristbands or tickets before preparing seating, programmes and catering quantities.
Schedule a full on-site check on the day before or the morning of the concert. Confirm the orchestra lineup, lay out the sheet music, chill drinks, test stage spotlights and audio, and make sure catering, water glasses and programme brochures are ready before doors open.

Frequently asked questions

How far in advance should you organise a symphony concert?: Start at least 8–12 weeks ahead for a small or mid-sized concert. Larger programmes, unfamiliar venues or events requiring permits may need several months, especially if the orchestra and conductor are not yet confirmed.
When should tickets go on sale for a symphony concert?: Open ticket sales once the venue, orchestra, conductor and programme are confirmed—usually 6–8 weeks before the concert. Keep the final 5–7 days for registration checks, seating and catering numbers rather than major changes.
What technical equipment does a symphony concert need?: The exact list depends on the programme and venue, but plan positions and connections for music stands, a conductor’s lectern and podium, microphones, a mixer, speakers, monitors, lighting and safe cable routing. Test the complete setup at least once before concert day.
When should catering quantities be confirmed for a concert?: Collect dietary requirements while processing registrations and set final catering quantities 5–7 days before the event. Add a small buffer based on expected attendance, then prepare drinks, glasses, plates and serving utensils before the audience arrives.

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.