How to organise an anniversary choir concert

An anniversary choir concert needs more than a rehearsal schedule. Start by securing the date, venue, conductor and musicians, then build the programme before opening registrations or ticket sales. Work backwards from the concert date for printing, catering, equipment checks and volunteer briefings. The final week is where details such as dietary requirements, parking information, name badges, chilled drinks and serving equipment are most often missed.

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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 people
2
Finalize the concert program
3 people
3
Choose repertoire and jubilee song
3 people
4
Confirm conductor and musicians
2 people
5
Design invitations
2 people
6
Send invitations
3 people
7
Open registrations
8
Set up ticket sales
2 people
9
Publish promotional text
2 people
10
Distributing posters
4 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Make reservations
2 people
14
Calculate catering quantities
2 people
15
Place catering order
2 people
16
Reserve equipment
2 people
17
Print program and room layout
2 people
18
Assign volunteers
2 people
19
Communicate route and parking
20
Create final guest list
2 people
21
Prepare name badges
2 people
22
Do the shopping
3 people
23
Pick up fresh catering
2 people
24
Chill drinks
2 people
25
Check dishes and glassware
2 people
26
Clear the stage area
3 people
27
Clean the room
3 people
28
Set up chairs
5 people
29
Set up tables for reception
3 people
30
Set up catering tables
3 people
31
Hang decorations
3 people
32
Set up the anniversary display
2 people
33
Set up the sound system
3 people
34
Set up microphones
2 people
35
Set up music stands
3 people
36
Set up instruments
3 people
37
Aim the lights at the stage
2 people
38
Perform sound check
4 people
39
Warm up the choir
25 people
40
Put out program brochures
2 people
41
Set up the reception desk
2 people
42
Set up the catering buffet
4 people
43
Prepare coffee and tea
2 people

Event

44
Staff the ticket check
2 people
45
Welcome guests
4 people
46
Hand out program brochures
2 people
47
Guiding jubilaries
2 people
48
Open the concert
49
Perform the first concert section
30 people
50
Serve break drinks
6 people
51
Refill snacks
3 people
52
Refill drinks
2 people
53
Perform the second concert set
30 people
54
Give the anniversary speech
55
Honor anniversary celebrants
4 people
56
Open reception
57
Serve reception drinks
5 people
58
Restock the buffet
4 people
59
Refill coffee and tea
2 people
60
Collect glasses and tableware
3 people
61
See off guests
3 people

Aftercare

62
Dismantle audio equipment
3 people
63
Pack instruments
3 people
64
Clear away chairs and tables
5 people
65
Remove decorations
3 people
66
Collect waste
3 people
67
Wash dishes
4 people
68
Clean the catering area
3 people
69
Sweep and mop the hall
3 people
70
Check toilets
2 people
71
Return borrowed materials
2 people
72
Store leftover catering
2 people
73
Take waste to the collection point
2 people
74
Return venue keys

What to bring

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

Furniture

Chairsqty 120
Reception tablesqty 4
Buffet tablesqty 6
Dressing room tablesqty 3
Changing room chairsqty 30
Coat racksqty 4
Stoolsqty 4

Tableware

Coffee cupsqty 120
Glassesqty 160
Platesqty 140
Pastry forksqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Pouring jugsqty 10
Thermos flasksqty 10

Equipment

Sound system
Microphonesqty 8
Microphone standsqty 8
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Music standsqty 30
Piano stool
Metronome

Lighting

Stage lightsqty 6
Atmosphere lightsqty 8

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Anniversary banner
Flower arrangementsqty 6
Tableclothsqty 10
Photo framesqty 8
Memory book

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 8
Measuring cupsqty 3
Corkscrewsqty 3
Ice cube traysqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Lock in the venue, conductor and musicians before publishing invitations. Keep at least 2 weeks between sending the final programme to print and the concert so late changes do not leave you with incorrect programmes.
Choose the repertoire and jubilee song before opening registrations. This gives your promotional text a definite focus and prevents ticket information from being published before the concert format is settled.
Set a registration deadline at least 7 days before the concert. Use the final guest list to confirm dietary requirements, seating, name badges, catering quantities and the number of volunteers needed.
Check the sound system, microphones, stands, speakers, mixer and power connections in the actual venue at least 3 days beforehand. A short sound check also reveals whether you need extra extension cords or power strips.
Make a separate arrival plan for performers and guests. Send route and parking information at least 3 days in advance, and collect fresh catering, chill drinks and check dishes and glassware on the day rather than leaving these tasks until guests arrive.

Frequently asked questions

How far in advance should I organise an anniversary choir concert?: Start planning at least 12 weeks before the concert. Confirm the date, venue, conductor, musicians and repertoire first; allow the final 2 weeks for registrations, printing, catering confirmation and practical checks.
When should invitations and ticket sales open for a choir anniversary concert?: Open registrations or ticket sales once the programme and performers are confirmed, usually 6 to 8 weeks before the event. Set a closing date about 7 days before the concert so you can finalise catering and the guest list.
How much catering should I order for an anniversary choir concert?: Calculate quantities from the final guest list, including performers and volunteers who will eat or drink. Finalise dietary requirements at least 7 days beforehand, then place the catering order early enough to allow changes before the event week.
When should I test the sound equipment for a choir concert?: Test the sound system, microphones, speakers, mixer and power supplies at least 3 days before the concert, preferably in the performance space. Repeat a short check on the day before singers and guests arrive.

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.