How to organise a violin concert from start to finish

A violin concert runs smoothly when the artistic, audience and venue work is handled in that order. Start by confirming the date, location and artist contracts, then finalise the programme before invitations and ticket sales go out. In the final week, lock down registrations, transport, seating and catering quantities. On the day, allow time for sound equipment, music stands, sheet music, refreshments and clear audience directions—not just the performance itself.

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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
Finalize the concert program
2 people
3
Check artist contracts
4
Design invitations
5
Send invitations
2 people
6
Open ticket sales
7
Publish the promo message
8
Make reservations
9
Process registrations
10
Collect dietary requirements
11
Coordinate performer transport
12
Have the program printed
13
Send directions
14
Update the audience list
15
Arrange seating
2 people
16
Calculate catering quantities
2 people
17
Assign volunteers
18
Sort program booklets
2 people
19
Make name badges
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Check materials
2 people
24
Lay out the sheet music
2 people

Event

25
Open venue
2 people
26
Check the venue
2 people
27
Clean the room
3 people
28
Set up chairs
4 people
29
Set up tables
3 people
30
Set up music stands
2 people
31
Set up artist room
2 people
32
Set up the cloakroom
2 people
33
Check the lighting
2 people
34
Test sound system
2 people
35
Test microphones
2 people
36
Prepare program
2 people
37
Build the catering buffet
3 people
38
Set out coffee and tea
2 people
39
Welcome performers
2 people
40
Position instruments safely
2 people
41
Start background music
42
Welcome visitors
4 people
43
Hand out programs
2 people
44
Manage the cloakroom
2 people
45
Open the concert
46
Support the concert segment
2 people
47
Refill drinks
2 people
48
Serve break snacks
3 people
49
Announce break
50
Check the hall again
2 people
51
Resume the concert segment
2 people
52
Moderate audience questions
53
Thank the performers
54
Open the drinks reception
2 people
55
Serve snacks
3 people
56
Refill drinks
2 people
57
Lock the cloakroom
2 people
58
See the crowd off
2 people
59
Switch off equipment
2 people
60
Pack instruments
2 people

Aftercare

61
Clear away chairs
4 people
62
Take down tables
3 people
63
Wash dishes
3 people
64
Collect waste
2 people
65
Clean the room
3 people
66
Clean the restrooms
2 people
67
Clear the cloakroom
2 people
68
Return materials
2 people
69
Return borrowed equipment
2 people
70
Store remaining catering
2 people
71
Collect expenses
72
Send thank-you message
73
Archive photos and documents

What to bring

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

Furniture

Chairsqty 130
Tablesqty 10
Coat racksqty 2
Bar stoolsqty 4

Tableware

Water glassesqty 150
Wine glassesqty 130
Coffee cupsqty 100
Dessert platesqty 130
Cake platesqty 130
Forksqty 150
Teaspoonsqty 100
Serving spoonsqty 12

Equipment

Music standsqty 8
Microphonesqty 2
Speakersqty 2
Mixer
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 6

Lighting

Music stand lightsqty 8
Atmosphere lightsqty 6

Decorations

Tableclothsqty 10
Directional signsqty 8
Program boardsqty 3
Flower arrangementsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Bread basketsqty 6
Waste binsqty 6

Cleaning

Cleaning glovesqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the venue before publishing invitations, and check when you can open it for setup. You need time to place chairs, tables, coat racks and signs before guests arrive.
Finalise the concert programme before printing invitations or programme booklets. This prevents last-minute changes to timings, performer information and sheet music.
Close registrations early enough to update the audience list and plan seating. Use the final headcount to calculate drinks, snacks, coffee and tableware rather than shopping by guesswork.
Schedule performer transport separately from audience arrival. Confirm pickup times and directions in advance, especially if instruments, music stands or other equipment must arrive before the violinist.
Run an equipment check before opening the venue: test microphones, speakers, mixer, extension cords and power strips, then cover cables with cable mats. Put out water glasses and check that music stand lights work.

Frequently asked questions

How far in advance should I organise a violin concert?: Confirm the venue and artist contracts at least 8 to 12 weeks before the concert. Open ticket sales once the programme, location and start time are fixed, preferably 4 to 6 weeks in advance.
When should I finalise the concert programme?: Finalise the programme before sending invitations and at least 2 weeks before the concert if you need printed booklets. Keep the final version available for the performer and the person preparing the sheet music.
How many drinks should I plan per concert guest?: For the first hour, plan around 2 to 3 drinks per person, then adjust for the length of the interval and the catering plan. Add water for every guest and count glasses separately for wine, coffee and other drinks.
How early should the venue open on concert day?: Allow at least 2 to 3 hours for setup before the audience arrives. Use that time to arrange seating, test sound, lay out sheet music, chill drinks, prepare snacks and place directional signs.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.