How to organise an Advent concert without last-minute problems

An Advent concert needs more than a programme and a choir. Start by fixing the date and venue, then build the programme around the participating groups and available rehearsal time. Guest registration, dietary requirements and parking information should be settled before invitations go out. In the final week, check the piano, microphone, music stands and room layout, then prepare the coffee corner and refreshments so the concert team is not still setting up when guests arrive.

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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
3
Compile program
2 people
4
Confirm participating groups
5
Schedule rehearsals
6
Instruct the conductor
7
Collect music scores
2 people
8
Check the music parts
2 people
9
Design invitations
10
Send invitations
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Assign volunteers
14
Share parking information
15
Reserve piano
16
Test microphone
2 people
17
Create sound plan
2 people
18
Make a shopping list
2 people
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Set up coffee corner
2 people
23
Set up tables
3 people
24
Set up chairs
4 people
25
Set up music stands
3 people
26
Clear the stage area
2 people
27
Hang decorations
3 people
28
Place the Advent wreath
2 people
29
Lay out the programs
2 people
30
Set up the entrance
2 people
31
Set up the cloakroom
2 people
32
Check toilets
33
Clear emergency exits
2 people
34
Check the lighting
2 people
35
Brief the reception team
2 people
36
Brief the catering team
2 people

Event

37
Welcome performers
2 people
38
Welcome visitors
3 people
39
Hand out programs
2 people
40
Manage the cloakroom
2 people
41
Support the concert
3 people
42
Operate the microphone
43
Serve coffee and tea
3 people
44
Serve snacks
3 people
45
Refill drinks
2 people
46
Clear away dishes
2 people
47
See visitors out
2 people

Aftercare

48
Store instruments safely
3 people
49
Dismantle furniture
4 people
50
Remove decorations
3 people
51
Collect waste
3 people
52
Wash dishes
3 people
53
Clean the venue
4 people
54
Return borrowed items
2 people
55
Keep lost and found items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 100
Coat racksqty 3
Clothes hangersqty 120
Lectern

Tableware

Coffee cupsqty 100
Glassesqty 100
Pastry platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Decorations

Advent wreath
Advent candlesqty 4
Christmas garlandsqty 8
Table runnersqty 6
LED light stringsqty 6

Equipment

Music standsqty 30
Conductor's lectern
Microphoneqty 2
Microphone standsqty 2
Active speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Piano

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Warming kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Scissorsqty 3
Rolls of tapeqty 6
Kitchen knivesqty 3
Cutting boardsqty 3
Serving tongsqty 6
Pouring jugsqty 4

Lighting

Work lightsqty 4

Cleaning

Waste binsqty 6
Mop headsqty 2
Bucketsqty 3
Broom setsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the date and reserve the venue at least 8–12 weeks ahead. This gives participating groups time to confirm and leaves enough room to schedule rehearsals before the Advent season becomes crowded.
Finish the programme before sending invitations. Include the running order, expected concert length and any interval or refreshments, so guests know what to expect and you can plan chairs, music stands and sound equipment accurately.
Close registrations 7–10 days before the concert and record dietary requirements at the same time. Use the final guest number to decide how many chairs, cups, glasses, pastry plates and servings you need.
Schedule the sound check and room setup as separate jobs on the day. Allow at least 90 minutes for chairs, tables, music stands, piano placement, microphone testing, cable runs and the coffee corner.
Prepare drinks and snacks on the previous day where possible, but chill drinks and fill thermos flasks on the concert day. Keep tape, extension cords and power strips accessible; they are often needed after the furniture has already been arranged.

Frequently asked questions

How far in advance should I plan an Advent concert?: Start 8–12 weeks before the concert. Reserve the venue and set the date first, then confirm participating groups, compile the programme and schedule rehearsals.
When should invitations for an Advent concert be sent?: Send invitations about 4–6 weeks before the concert, once the date, venue and programme are confirmed. Close registrations 7–10 days before the event so seating and refreshments can be planned.
How much setup time does an Advent concert need?: Allow at least 90 minutes for room setup and sound checks, plus another 30 minutes if the piano or larger speaker equipment must be moved. Finish the main layout before performers arrive for rehearsal.
What should I prepare for refreshments at an Advent concert?: Prepare the coffee corner, cups, glasses, plates, cutlery and serving trays before doors open. Chill drinks on the day and plan the quantities from the final guest count, including dietary requirements collected during registration.

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