How to organise an orchestra concert from first booking to final applause

An orchestra concert depends on more than choosing a programme and booking a hall. You need to secure the date, rehearsal space and musicians early, then check every score, technical requirement and audience arrangement before concert day. A clear sequence prevents last-minute problems with seating, lighting, tickets and refreshments. Use the plan below to keep artistic preparation, venue logistics and front-of-house work moving together.

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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
Reserve venue
3
Reserve rehearsal space
4
Compile program
2 people
5
Confirm musicians
2 people
6
Collect sheet music
2 people
7
Check groups
3 people
8
Draft invitations
2 people
9
Send invitations
2 people
10
Publish concert online
11
Process registrations
12
Collect dietary requirements
13
Confirm reservations
14
Have the program printed
15
Order tickets and wristbands
16
Assign volunteers
2 people
17
Check emergency exits
2 people
18
Carry out a site visit
2 people
19
Coordinate technical setup
2 people
20
Put sheet music in folders
3 people
21
Check the shopping list
2 people
22
Do the shopping
2 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Set up catering
2 people
26
Share instructions with volunteers

Event

27
Open venue
2 people
28
Clear the hall floor
4 people
29
Place chairs for the orchestra
4 people
30
Set up music stands
4 people
31
Place conductor’s stand
2 people
32
Set up audience seating
5 people
33
Set up the entrance desk
2 people
34
Build the catering buffet
3 people
35
Hang up decorations
3 people
36
Lay out the programs
2 people
37
Set up the cloakroom
2 people
38
Test sound system
2 people
39
Test stage lighting
2 people
40
Welcome the orchestra
2 people
41
Unload instruments
5 people
42
Tune the orchestra
8 people
43
Open the doors
3 people
44
Welcome visitors
4 people
45
Check tickets
2 people
46
Hand out programs
2 people
47
Staff the cloakroom
2 people
48
Set out break drinks
3 people
49
Announce the concert
50
Guide the first concert segment
3 people
51
Refill drinks
2 people
52
Serve break snacks
3 people
53
Guide second concert part
3 people
54
Deliver farewell speech
55
Thank the orchestra
2 people
56
See visitors out
4 people
57
Load instruments
5 people

Aftercare

58
Clean up catering
3 people
59
Dismantle furniture
5 people
60
Remove decorations
3 people
61
Wash dishes
3 people
62
Collect waste
3 people
63
Clean the room
4 people
64
Clean the restrooms
2 people
65
Dismantle the technical setup
2 people
66
Final venue check
2 people
67
Return keys
68
Return borrowed materials
2 people
69
Store leftover stock
2 people

What to bring

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

Furniture

Orchestra chairsqty 60
Audience chairsqty 180
Tablesqty 8
Coat racksqty 3
Stoolsqty 4

Equipment

Music standsqty 60
Conductor's lectern
Microphonesqty 2
Microphone standsqty 2
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 4
Music stand lightsqty 20

Lighting

Stage lightsqty 4
Mood lightingqty 4
Batteriesqty 24

Tableware

Water glassesqty 80
Coffee cupsqty 80
Small platesqty 80
Cake platesqty 80
Teaspoonsqty 80
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Pliersqty 4
Scissorsqty 4
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 12
Washing-up basinsqty 6

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Welcome sign
Directional signsqty 6
Program standsqty 4

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning cart

Catering

Groceries

Tips

Start with the concert date, venue and rehearsal space, then confirm the musicians before publishing the programme. Allow several weeks for replies and avoid promoting a concert until the main performers and location are secured.
Check the orchestral parts against the programme before putting them into folders. Missing pages, wrong editions and unclear markings are much easier to fix during the preparation period than at the first rehearsal.
Schedule a venue visit before the concert week. Walk through audience seating, orchestra chairs, music stands, conductor’s stand, emergency exits, microphone positions and cable routes with the technical contact.
Set a front-of-house deadline at least 7 days before the concert for registrations, dietary requirements and reservations. Assign volunteers in advance so ticket checks, wristbands, the cloakroom and refreshments do not depend on one person.
Prepare the concert-day drinks and catering in a separate run sheet. Chill drinks, check coffee equipment, thermos flasks, serving trays and table space before the audience arrives, rather than during the interval.

Frequently asked questions

How far in advance should I organise an orchestra concert?: Start at least 8 to 12 weeks before the concert date. Book the venue and rehearsal space first, then confirm musicians, programme, technical needs and audience arrangements in that order.
When should musicians and the concert programme be confirmed?: Aim to confirm the main musicians and programme 6 to 8 weeks before the concert. This gives you time to collect and check the scores, prepare parts and publish accurate invitations.
When should I check the venue and technical setup?: Complete a venue visit 2 to 4 weeks before the concert, followed by a technical check at least 7 days beforehand. Confirm power, microphones, speakers, lighting, cable safety and the placement of orchestra and audience seating.
How many volunteers do I need for an orchestra concert?: Plan for at least 3 front-of-house volunteers for a small concert: one for arrivals or tickets, one for seating and one for refreshments or the cloakroom. Add one more person if the audience is large or the venue has multiple entrances.

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