How to organise an Easter concert

An Easter concert needs more than a programme and a rehearsal date. Start by fixing the concert date and venue, then build the music programme around the groups taking part. Allow time for sheet music, invitations, registrations and volunteer assignments before you move on to catering and front-of-house details. The final week should focus on printed materials, instruments, payment arrangements and a timed sound check, so technical problems do not reach the audience.

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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 the concert date
2 people
2
Reserve venue
2 people
3
Reserve rehearsal space
4
Compile program
3 people
5
Confirm participating groups
2 people
6
Select music pieces
3 people
7
Collect sheet music
2 people
8
Copy sheet music
2 people
9
Design invitations
2 people
10
Send invitations
2 people
11
Publish concert online
12
Process registrations
2 people
13
Collect dietary requirements
14
Assign volunteers
2 people
15
Print the program
2 people
16
Set admission prices
2 people
17
Prepare cash
2 people
18
Check payment method
19
Book catering
2 people
20
Create a shopping list
2 people
21
Do the shopping
3 people
22
Check the instruments
3 people
23
Bring spare parts
2 people
24
Schedule sound check
2 people
25
Check piano tuning
26
Send directions
27
Publish parking information
28
Check the weather forecast
29
Signpost the entrance
2 people

Event

30
Open hall
2 people
31
Turn on the lights
32
Set ventilation
33
Set up chairs
4 people
34
Set up tables
3 people
35
Clear the stage area
3 people
36
Set up music stands
3 people
37
Set up instruments
5 people
38
Connect sound equipment
3 people
39
Test microphones
2 people
40
Check piano
2 people
41
Set up lighting
2 people
42
Hang up decorations
3 people
43
Set up the Easter table
2 people
44
Set up the reception table
2 people
45
Lay out the programs
2 people
46
Set up the cloakroom
2 people
47
Set up the cash register
2 people
48
Chill drinks
2 people
49
Prepare coffee and tea
2 people
50
Prepare snacks
3 people
51
Mark dietary options
52
Open the doors
2 people
53
Welcome visitors
3 people
54
Hand out programs
2 people
55
Sell tickets
2 people
56
Manage the cloakroom
2 people
57
Direct visitors to their seats
3 people
58
Announce performances
59
Assist musicians
2 people
60
Serve drinks
3 people
61
Serve snacks
3 people
62
Refill drinks
2 people
63
Restock the buffet
2 people
64
Check toilets
65
Empty trash bins
2 people
66
Play break music
67
Support the final performance
2 people
68
See visitors out
3 people

Aftercare

69
Close the register
2 people
70
Clear the cloakroom
2 people
71
Pack instruments
5 people
72
Turn off the sound equipment
2 people
73
Clear away music stands
3 people
74
Clear away chairs
4 people
75
Clear tables
3 people
76
Wash dishes
3 people
77
Clean the kitchen
3 people
78
Clean the room
4 people
79
Clean the restrooms
2 people
80
Dispose of waste
2 people
81
Remove decorations
3 people
82
Check materials
2 people
83
Return borrowed items
2 people
84
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 140
Tablesqty 10
Cash register table
Clothing rackqty 2
Stoolsqty 8
Stage sectionsqty 8
Coat hangersqty 150
Cloakroom numbersqty 150

Equipment

Music standsqty 45
Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixing console
Amplifier
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Piano bench
Metronomeqty 2
Spare batteriesqty 20
Toolbox
Spare fusesqty 10
Music standsqty 6
Voting devicesqty 4
Instrument casesqty 20
Break music player

Tableware

Coffee cupsqty 150
Tea glassesqty 100
Water glassesqty 150
Wine glassesqty 100
Pastry platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving tongsqty 6
Serving spoonsqty 6
Bowlsqty 12
Cake standsqty 4

Decorations

Easter branchesqty 6
Easter egg decorationsqty 60
Flower arrangementsqty 6
Tableclothsqty 10
Welcome sign
Directional signsqty 6
Tapeqty 6
Scissorsqty 4
Ropeqty 2

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Extension leads for lightsqty 4

Catering

Groceries
Drink dispensersqty 4
Bottle openersqty 4
Corkscrewsqty 3
Cash register
Cash box
Payment terminal
Price tagsqty 30
Allergen cardsqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Trash binsqty 8
Litter pickersqty 2

Tips

Set the date and reserve both the concert venue and rehearsal space before confirming participating groups. Keep at least one backup rehearsal slot available in case a group or soloist drops out.
Compile the programme only after the participating groups and music pieces are confirmed. Collect and copy the sheet music early; allow at least 7 days for missing parts, corrections or late changes.
Open registrations as soon as invitations and the online concert listing are ready. Ask for dietary requirements at registration and give the caterer a final guest number 3 to 5 days before the concert.
Assign volunteers to specific jobs rather than asking for general help. Cover registration and payments, seating, refreshments, the clothing rack and performer support, with a written arrival time for each person.
Schedule the sound check before doors open and test every microphone, cable, speaker and power connection. Check the piano tuning and keep spare batteries and instrument parts on site; a 60-minute technical slot is a practical minimum for a small concert.

Frequently asked questions

How far in advance should I plan an Easter concert?: Start at least 8 to 12 weeks before the concert. The first two weeks should cover the date, venue, rehearsal space and participating groups, leaving time for music preparation, invitations and registrations.
When should I send Easter concert invitations?: Send invitations 4 to 6 weeks before the concert, once the date, venue and main programme are confirmed. Keep registrations open until 3 to 5 days before the event if catering numbers depend on them.
How long should a concert sound check take?: Reserve at least 60 minutes for a small Easter concert, and longer if several groups use microphones. Check the mixing console, amplifier, speakers, cables and each microphone before the audience enters.
When should I print the concert programme?: Print the programme 2 to 3 days before the concert, after the running order, performer names and admission details are final. Keep a digital copy ready in case a last-minute correction is needed.

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