How to organise an orchestra concert

Start by securing the date, venue, orchestra and conductor before building the rest of the plan around them. Then confirm the programme, rehearsal schedule, piano and stage layout, because these decisions determine the room setup and technical requirements. Keep audience registration, catering and volunteer duties separate from the musicians’ schedule. The details most often missed are music parts, emergency exits, cable safety and having the printed programmes ready before doors open.

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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 venue
2 people
2
Confirm the orchestra and conductor
2 people
3
Compile program
2 people
4
Create the rehearsal schedule
2 people
5
Confirm room reservation
6
Confirm piano reservation
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Assign volunteers
2 people
11
Order catering
12
Have programs printed
13
Create signage
2 people
14
Test sound and lighting
2 people
15
Develop seating plan
2 people
16
Work out the stage layout
2 people
17
Collect music scores
2 people
18
Check emergency exits
2 people
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Prepare catering
3 people
22
Lay out program booklets
2 people
23
Open hall
2 people
24
Clean the hall and foyer
3 people
25
Set up stage sections
4 people
26
Set up orchestra chairs
3 people
27
Set up music stands
3 people
28
Place conductor’s stand
2 people
29
Set Up Piano
3 people
30
Set up stage lighting
2 people
31
Test announcement microphones
2 people
32
Connect the sound system
2 people
33
Set up audience seating
4 people
34
Set up the foyer
3 people
35
Set up the coffee and tea station
2 people
36
Display snacks
2 people
37
Hang up signage
2 people
38
Place programs at the entrance
2 people

Event

39
Welcome the orchestra
2 people
40
Have the instruments set up
3 people
41
Lay out the sheet music
3 people
42
Do the final sound check
3 people
43
Welcome the audience
4 people
44
Hand out programs
2 people
45
Check tickets
2 people
46
Close Doors for Concert
2 people
47
Support the concert
3 people
48
Providing announcements
49
Refill drinks
2 people
50
Serve break snacks
3 people
51
Escort audience to the hall
2 people
52
Wrap up concert
3 people
53
See the audience out
3 people
54
Thank the orchestra
2 people
55
Wrap up catering
2 people

Aftercare

56
Switch off equipment
2 people
57
Collect music scores
3 people
58
Unload instruments
3 people
59
Dismantle the stage
4 people
60
Clear away chairs and music stands
4 people
61
Wash dishes
3 people
62
Collect waste
3 people
63
Clean the hall and foyer
3 people
64
Remove decorations
2 people
65
Return borrowed materials
2 people
66
Clear away leftover catering
2 people
67
Lock up the hall

What to bring

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

Furniture

Audience chairsqty 120
Orchestra chairsqty 35
Bistro tablesqty 8
Registration desk
Dressing room racksqty 4
Clothes hangersqty 40
Stage sectionsqty 12
Conductor's podium

Equipment

Music standsqty 35
Conductor's lectern
Piano
Piano stool
Microphonesqty 2
Microphone standsqty 2
Mixer
Speakersqty 2
Audio cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 12

Lighting

Stage lightsqty 6
Tripod lightingqty 4
Spare bulbsqty 6

Tableware

Water glassesqty 45
Coffee cupsqty 120
Small platesqty 120
Cake platesqty 120
Coffee spoonsqty 120
Serving spoonsqty 10
Scissorsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Cutting boardsqty 3
Bread knivesqty 3
Kitchen tongsqty 4
Water jugsqty 6

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Program standsqty 4
Chalkboardsqty 3
Piano cover

Catering

Program bookletsqty 130
Name badgesqty 40
Wristbandsqty 130
Groceries

Cleaning

Waste binsqty 8
Deposit binsqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Toilet brushesqty 4

Other

First aid kitsqty 2
Flashlightsqty 4
Walkie-talkiesqty 6
Pensqty 20
Tapeqty 6
Gaffer tapeqty 6
Cable tiesqty 100
Notepadsqty 6
Spare batteriesqty 24
Card box
Cloakroom ticketsqty 150
Coat racksqty 4
Traffic conesqty 6

Tips

Confirm the venue, orchestra and conductor first, then set the programme and rehearsal schedule. Allow time between rehearsal blocks for stage changes, tuning and moving the piano if needed.
Draw the stage layout before placing furniture. Count orchestra chairs and music stands by section, include the conductor’s podium and allow clear access to exits and backstage areas.
Test microphones, speakers, the mixer, stage lights and every cable connection before the concert day. Secure extension cables under cable mats and keep spare LED bulbs available for a failed light.
Set an audience deadline for registrations and collect dietary requirements at the same time. This gives catering a reliable headcount and leaves time to order drinks, prepare refreshments and chill them.
Prepare the foyer and stage separately on concert day. Open the venue early enough to place podium sections, arrange the registration table, lay out programmes and complete the sound and lighting test before the audience arrives.

Frequently asked questions

How far in advance should I book an orchestra concert venue?: Book the venue as soon as the concert date is realistic, preferably several months ahead. The date must also work for the orchestra, conductor, piano reservation and rehearsal schedule, so confirming only the room is not enough.
How many rehearsals are needed for an orchestra concert?: Set the number according to the programme and the orchestra’s experience, but create the rehearsal schedule before sending invitations. Reserve time for at least one full run-through in the actual venue, including stage positions, lighting and any microphones.
When should concert programmes be printed?: Finalise and send the programme for printing after the repertoire, performers and running order are confirmed. Have the programmes delivered before concert day so volunteers can place them while the stage and foyer are being prepared.
What equipment should be tested before an orchestra concert?: Test the piano, music stands, microphones, mixer, speakers, audio cables and stage lighting before the audience enters. Complete a full sound and lighting check on the day, and keep extension cables, power strips and spare LED bulbs available.

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