How to organise an orchestra concert

An orchestra concert runs smoothly when the programme, people and room are confirmed in the right order. Start by fixing the concert date, repertoire and orchestra, then secure both the performance venue and a rehearsal space. After that, open ticketing, prepare the seating and music, and assign volunteers to audience support. The final week is for technical checks, printed programmes, drinks, catering and access arrangements—not for solving basic scheduling problems.

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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 concert date and program
2 people
2
Confirm orchestra members
2 people
3
Reserve the venue and room layout
2 people
4
Reserve rehearsal space
5
Send invitations
2 people
6
Open ticket sales
7
Publish concert online
8
Process registrations
2 people
9
Collect dietary requirements
10
Compile the program booklet
2 people
11
Print program booklets
2 people
12
Check sheet music
3 people
13
Sort sheet music
3 people
14
Work out the orchestra setup
2 people
15
Assign volunteers
2 people
16
Brief the audience hosts
2 people
17
Calculate catering quantities
2 people
18
Order drinks and groceries
19
Coordinate program with the conductor
2 people
20
Check technical supplies
2 people
21
Check emergency exits
2 people
22
Check venue accessibility
2 people
23
Do the shopping
2 people
24
Chill drinks
2 people
25
Prepare catering
3 people

Event

26
Pick up venue keys
27
Open hall
2 people
28
Check the stage floor
2 people
29
Place chairs for the orchestra
4 people
30
Set up audience seating
4 people
31
Set up music stands
3 people
32
Prepare sheet music
3 people
33
Connect reading lamps
2 people
34
Set up microphones
2 people
35
Test sound level
2 people
36
Set up lighting
2 people
37
Set up catering table
3 people
38
Lay out program booklets
2 people
39
Set up the cloakroom
2 people
40
Signpost the entrance
2 people
41
Welcome the orchestra
2 people
42
Unload instruments
4 people
43
Set up instruments
5 people
44
Tune up the orchestra
20 people
45
Set up ticket control
2 people
46
Welcome the audience
4 people
47
Hand out program booklets
2 people
48
Serve coffee and tea
3 people
49
Refill drinks
2 people
50
Announce the concert
51
Serve break catering
4 people
52
Guide the audience back to the hall
3 people
53
Guide the audience afterward
3 people
54
Thank and Escort the Orchestra
2 people
55
Pack up instruments
5 people
56
Load instruments
4 people

Aftercare

57
Collect tableware
3 people
58
Wash dishes
3 people
59
Collect waste
3 people
60
Clean the room
4 people
61
Put chairs and tables back
4 people
62
Switch off equipment
2 people
63
Remove decorations
2 people
64
Clear the cloakroom
2 people
65
Return borrowed materials
2 people
66
Store leftover groceries
2 people
67
Collect lost and found items
68
Lock up the venue
2 people

What to bring

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

Furniture

Orchestra chairsqty 32
Audience chairsqty 140
Tablesqty 8
Foldable tablesqty 2
Coat racksqty 3
Stoolsqty 4
Clothes hangersqty 160
Coat racksqty 3

Equipment

Music standsqty 28
Lectern lampsqty 16
Microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Piano stool
Laptop
Printer
Walkie-talkiesqty 6
Flashlightsqty 4
First aid kit
Fire extinguisherqty 2
Piano bench
Music foldersqty 35
Pencilsqty 40
Eraserqty 10
Clipboardsqty 6

Lighting

Stage lightsqty 6
LED work lightsqty 4
Light standsqty 4

Tableware

Coffee cupsqty 140
Glassesqty 160
Water carafesqty 12
Platesqty 160
Cutlery setsqty 160
Serving traysqty 8
Coffee potsqty 4
Milk jugsqty 8
Sugar bowlsqty 8
Small bowlsqty 16

Kitchen

Kettlesqty 3
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Storage binsqty 12
Serving tongsqty 8
Coolersqty 6
Ice containersqty 4
Thermos cupsqty 20

Decorations

Tableclothsqty 10
Stage backdrop
Flower arrangementsqty 6
Directional signsqty 8
Cloakroom numbersqty 150
Table lampsqty 8
Cable matsqty 12

Catering

Groceries

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 6
Waste binsqty 8

Tips

Confirm the concert date, programme and orchestra before publishing anything. Give musicians a clear deadline for accepting their place, and keep rehearsal availability alongside the concert date.
Reserve the performance hall and rehearsal room early, then draw the orchestra and audience layout before ordering furniture. Check that you have enough orchestra chairs, music stands, stands lamps and audience seating for the planned numbers.
Open ticket sales only after the venue capacity, accessible seating and audience flow are clear. Collect registrations and dietary requirements in one place so catering quantities can be calculated instead of guessed.
Treat the printed programme as a production item, not a last-minute handout. Agree the running order with the conductor, check every piece of sheet music, and send the booklet to print with enough time to correct errors.
Run a technical and safety check before concert day, including microphones, speakers, mixer, cables, lighting and emergency exits. On the day, cool drinks, prepare catering and brief audience volunteers before doors open.

Frequently asked questions

How far in advance should I organise an orchestra concert?: Start at least 12 weeks before the concert, especially if you need to book a venue, rehearsal room and orchestra. Begin technical checks and programme printing no later than 2 weeks before the event.
How many rehearsals does an orchestra concert need?: Allow at least 2 or 3 full rehearsals for a standard concert programme, plus a final run-through in the performance space if possible. Reserve the rehearsal room before announcing the concert date.
When should I open ticket sales for an orchestra concert?: Open ticket sales once the date, programme, venue capacity and seating plan are confirmed—usually 6 to 8 weeks before the concert. Stop relying on estimates when you begin collecting attendee numbers and dietary requirements.
How much catering and drink should I prepare for an orchestra concert?: Base quantities on confirmed attendees and add a small buffer rather than ordering by guesswork. For a reception lasting about 1 hour, plan roughly 2 to 3 drinks per person, with extra water, coffee and tea for musicians and volunteers.

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.