How to organise an autumn concert

An autumn concert comes together more easily when you lock the date, programme and venue before promoting it. After that, work backwards from the concert evening: schedule rehearsals, prepare the music, manage registrations and assign people to the entrance and stage. Equipment and catering are often left until the last week, when missing stands, microphones or coffee cups become difficult to replace. Use the plan below to keep those decisions on time.

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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
Reserve venue
3
Reserve rehearsal space
4
Check permits
5
Check insurance
6
Design invitations
2 people
7
Send invitations
2 people
8
Publish concert online
9
Distributing posters
3 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Update visitor list
13
Confirm reservations
14
Print the program
2 people
15
Collect music scores
2 people
16
Check the music parts
3 people
17
Sort batches
2 people
18
Plan rehearsals
2 people
19
Carry out rehearsals
20 people
20
Write speeches
21
Brief the presenter
2 people
22
Assign volunteers
2 people
23
Plan entry staffing
24
Determine catering quantities
2 people
25
Check the shopping list
2 people
26
Do the shopping
3 people
27
Transport instruments
4 people
28
Bring materials to the venue
4 people
29
Pick up venue keys
30
Check the hall and rooms
2 people
31
Clear the stage area
4 people
32
Set up tables
4 people
33
Set up chairs
6 people
34
Set up music stands
4 people
35
Set up instruments
6 people
36
Prepare sheet music
3 people
37
Connect sound equipment
2 people
38
Test microphones
2 people
39
Set up lighting
2 people
40
Hang decorations
3 people
41
Set up the entrance
2 people
42
Set up the cloakroom
2 people
43
Set up the buffet
4 people
44
Chill drinks
2 people
45
Prepare coffee and tea
2 people
46
Prepare snacks
4 people
47
Check toilets
48
Clear emergency routes
2 people

Event

49
Open the doors
2 people
50
Welcome visitors
3 people
51
Provide entrance and programs
3 people
52
Manage the cloakroom
2 people
53
Direct visitors to their seats
2 people
54
Welcome musicians
2 people
55
Perform final instrument check
3 people
56
Open the concert
57
Present Program
58
Perform music
25 people
59
Announce break
60
Serve coffee and tea
4 people
61
Serve snacks
4 people
62
Refill drinks
2 people
63
Clear the buffet during the break
2 people
64
Announce the second concert set
65
Guide the audience out at the end
3 people
66
Issue the cloakroom
2 people
67
Close doors
2 people

Aftercare

68
Pack instruments
6 people
69
Collect music scores
3 people
70
Turn off the sound equipment
2 people
71
Clear tables and chairs
6 people
72
Clear away music stands
4 people
73
Remove decorations
3 people
74
Wash dishes
4 people
75
Clean the kitchen
3 people
76
Clean the room
5 people
77
Clean the restrooms
2 people
78
Collect waste
3 people
79
Empty waste containers
2 people
80
Clear away leftover catering
2 people
81
Return materials
4 people
82
Return borrowed items
2 people
83
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 130
Foldable tablesqty 10
Buffet tablesqty 3
Entrance table
Coat racksqty 3
Stoolsqty 6
Stage sectionsqty 6
Bollardsqty 6

Tableware

Coffee cupsqty 130
Glassesqty 150
Wine glassesqty 100
Platesqty 150
Pastry platesqty 130
Forksqty 150
Cake forksqty 130
Teaspoonsqty 130
Coffee spoonsqty 130
Serving utensilsqty 12
Bowlsqty 12
Pitchersqty 8

Equipment

Music standsqty 30
Conductor's lectern
Microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Music stand lightsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Serving tongsqty 6

Decorations

Tableclothsqty 12
Stage drapesqty 4
Autumn branchesqty 12
Decorative pumpkinsqty 12
Flower arrangementsqty 6
Program boardsqty 4
Directional signsqty 8
Name badgesqty 40

Lighting

LED lightsqty 8
Mood lightingqty 4
Battery lanternsqty 6

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 8
Waste binsqty 8

Catering

Groceries

Tips

Set the date, programme and venue first, then allow time for permits, insurance and rehearsal-space bookings before publishing the concert. Aim to have these basics confirmed several weeks before invitations go out.
Schedule rehearsals around the music rather than only around performer availability. Collect the scores early, check every part and sort the batches before the first full rehearsal so musicians are not waiting for missing pages.
Treat registrations as an ongoing job, not a final count. Update the visitor list after each response, collect dietary requirements and confirm reservations before ordering catering quantities.
Assign entrance and floor volunteers at least one week ahead. Plan who handles the entrance table, coats, seating and visitor questions, and brief the presenter before the concert day.
Make an equipment check 48 hours before the concert. Test microphones, stands, mixer, speakers, extension cords, music-stand lights and coffee machines, then confirm that chairs, tables, tableware and stage sections are available.

Frequently asked questions

How far in advance should I organise an autumn concert?: Set the date, programme and venue at least 8 to 12 weeks before the concert. Start invitations and online promotion only after the venue, rehearsal schedule and basic permissions are confirmed.
When should I send invitations for an autumn concert?: Send invitations about 6 weeks before the concert, with a clear registration deadline. Keep the list updated weekly and send a final confirmation 5 to 7 days before the event.
How many rehearsals do you need for an autumn concert?: Plan at least 3 rehearsals for a straightforward programme, including one full run-through. Add another rehearsal if the concert includes a presenter, speeches, several ensembles or unfamiliar music.
When should I order food and drinks for an autumn concert?: Use the confirmed visitor list to set quantities 5 to 7 days before the concert. Check dietary requirements at the same time, then verify cups, glasses, plates, serving utensils and coffee equipment 48 hours beforehand.

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