How to organise an Advent concert without last-minute problems

Start an Advent concert plan with the date, programme and people who must be available: musicians, conductor and venue team. Once those are confirmed, secure the hall, check permits and insurance, and open registrations before ordering anything perishable. Work backwards from the concert date for printing, catering, decorations and technical checks. The final day is mainly about making the room work: seating, lighting, heating, sound, coats, refreshments and clear visitor information.

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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
Set the date and program
2 people
2
Confirm musicians and conductor
2 people
3
Reserve the venue and hall
4
Check permits and insurance
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Have the program printed
9
Confirm reservations
10
Order catering
2 people
11
Order flower arrangements
12
Collect music scores
2 people
13
Gather technical requirements
2 people
14
Publish route and parking information
15
Print the visitor list
16
Prepare name badges
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Prepare catering
3 people
20
Sort programs
2 people

Event

21
Open venue
2 people
22
Check lighting and heating
2 people
23
Check the hall floor
2 people
24
Set up chairs
4 people
25
Set up tables for reception
2 people
26
Set up stage area
4 people
27
Set up music stands
3 people
28
Set up instruments
4 people
29
Connect microphones
2 people
30
Test sound system
2 people
31
Test lighting
2 people
32
Hang Advent decorations
3 people
33
Decorate the Christmas tree
2 people
34
Place candles safely
2 people
35
Set up the drinks buffet
3 people
36
Prepare coffee and tea
2 people
37
Arrange snacks on platters
3 people
38
Place programs at the entrance
39
Brief reception team
2 people
40
Welcome the musicians
2 people
41
Prepare the dressing room
2 people
42
Welcome visitors
4 people
43
Hand out programs
2 people
44
Take coats
2 people
45
Serve coffee and tea
3 people
46
Serve snacks
3 people
47
Guide latecomers
2 people
48
Announce the concert
49
Manage lighting during the concert
50
Monitor sound levels during the concert
51
Refill drinks
2 people
52
Serve break drinks
4 people
53
Restock break snacks
2 people
54
Guide visitors to their seats
2 people
55
Deliver the closing speech
56
Thank the musicians
2 people
57
Serve the after-drinks and drinks
4 people
58
See visitors out
3 people
59
Collect lost and found items

Aftercare

60
Pack instruments safely
4 people
61
Turn off the sound equipment
2 people
62
Remove decorations
3 people
63
Clear away chairs and tables
4 people
64
Wash dishes
3 people
65
Sort and dispose of waste
2 people
66
Clear the drinks buffet
2 people
67
Clean the hall and foyer
4 people
68
Check and clean toilets
2 people
69
Lock up the venue
2 people
70
Return materials
2 people
71
Store leftover stock
2 people
72
Return lost property
73
Send thank-you message to musicians
74
Archive photos and files
75
Sort invoices and receipts

What to bring

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

Furniture

Chairsqty 140
Foldable tablesqty 12
Changing room chairsqty 12
Coat racksqty 3
Clothes hangersqty 150
Stage sectionsqty 8
Music standsqty 35

Tableware

Coffee cupsqty 150
Water glassesqty 150
Wine glassesqty 120
Platesqty 150
Pastry forksqty 150
Teaspoonsqty 150
Serving plattersqty 12
Serving tongsqty 8

Equipment

Mixer
Speakersqty 2
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Diatonic tuning fork

Lighting

LED spotlightsqty 8
Cable reelsqty 3
LED candlesqty 24

Decorations

Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Advent wreathqty 2
Pine branchesqty 10
White table runnersqty 12
Flower arrangementsqty 6
Christmas cardsqty 150
Table numbersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice bucketsqty 3
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Kitchen spoonsqty 4
Oven glovesqty 4
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Waste binsqty 8
Cleaning cartsqty 2
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleanersqty 2
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm the musicians, conductor and programme before sending invitations. This gives you reliable details for the printed programme and prevents changes after registrations have opened.
Check the hall’s capacity, access, heating, lighting and floor at least two weeks before the concert. Also test the mixer, speakers, microphones, stands, cables and power supply before musicians arrive.
Set a clear registration deadline, then use the final visitor list to prepare name badges, seating and catering quantities. Collect dietary requirements at registration rather than by email the day before.
Place the reception order only after registrations and reservations are confirmed. Plan separate serving areas for coffee, water, wine and pastries, and chill drinks several hours before guests arrive.
Create a timed setup plan for the concert day: open the venue, check the room, arrange chairs and tables, prepare the stage and music stands, then decorate with the tree, garlands and LED candles. Keep at least 60 minutes between setup completion and doors opening.

Frequently asked questions

How far in advance should I organise an Advent concert?: Start at least 8 to 12 weeks ahead. Confirm the date, programme, musicians and venue first; send invitations and open registrations once those details are stable.
How many chairs do I need for an Advent concert?: Prepare one chair per confirmed guest, plus 5 to 10 spare chairs if the hall allows it. Keep separate chairs for the musicians and changing room rather than taking them from the audience seating.
When should I order catering for an Advent concert?: Order catering after the registration deadline and final reservation check, normally 7 to 10 days before the concert. Use the final guest count and dietary requirements, then buy or prepare fresh items shortly before the event.
When should I test the sound system for an Advent concert?: Check the technical requirements at least one week before the concert and test the complete setup on the day, no later than 2 hours before doors open. Include microphones, mixer, speakers, stands, cables and extension cords.

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.