How to organise an orchestra concert from start to finish

Organising an orchestra concert starts with locking the date, venue, orchestra and conductor before you open ticket sales. Then build the programme, map the audience and musicians through the space, and confirm the technical setup. Leave enough time for printed programmes, orchestra parts, volunteers and catering. The final week is about checking reservations, weather, equipment and arrival information so the concert runs smoothly from the first guest to the last note.

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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 location
2
Confirm the orchestra and conductor
3
Set program and repertoire
2 people
4
Send invitations
2 people
5
Open ticket sales
6
Post promotion online
2 people
7
Distribute posters
3 people
8
Process registrations
9
Collect dietary requirements
10
Check reservations
11
Order catering
12
Assign volunteers
13
Have program brochures printed
14
Prepare admission tickets
2 people
15
Collect the orchestra parts
2 people
16
Create hall floor plan
2 people
17
Determine audience flow
2 people
18
Check technical supplies
2 people
19
Reserve chairs and lecterns
20
Distribute parking information
21
Check the weather forecast
22
Do the shopping
2 people
23
Lay out program brochures
2 people
24
Print the registration list
25
Prepare catering
3 people

Event

26
Open venue
2 people
27
Check the hall and foyers
3 people
28
Set up chairs for the orchestra
4 people
29
Place lecterns
3 people
30
Set up the conductor's station
2 people
31
Set up audience seating
4 people
32
Set up lighting
2 people
33
Tape down cables securely
2 people
34
Set up the entrance desk
2 people
35
Set up the cloakroom
2 people
36
Lay out program brochures
2 people
37
Chill drinks
2 people
38
Set out coffee and tea
2 people
39
Display snacks
2 people
40
Welcome the orchestra
2 people
41
Position instruments safely
3 people
42
Carry out sound and lighting check
3 people
43
Open the doors
4 people
44
Welcome visitors
4 people
45
Check tickets
2 people
46
Hand out program brochures
2 people
47
Manage the cloakroom
2 people
48
Announce the concert
49
Guide the first concert segment
2 people
50
Refill drinks
2 people
51
Restock break buffet
2 people
52
Serve break drinks
4 people
53
Check the hall again
2 people
54
Guide second concert part
2 people
55
Direct audience questions
56
Serve farewell drinks
3 people
57
Finish coat check
2 people
58
Supervise instrument handout
3 people
59
Collect empty glasses
2 people
60
Empty trash bins
2 people
61
See the orchestra off
2 people
62
Lock up the hall
2 people

Aftercare

63
Switch off equipment
2 people
64
Remove decorations
3 people
65
Clear audience chairs
4 people
66
Clear away orchestra chairs
3 people
67
Clear the lecterns
3 people
68
Wash dishes
3 people
69
Clean the bar and buffet
2 people
70
Clean the room
4 people
71
Clean the restrooms
2 people
72
Dispose of waste separately
2 people
73
Check borrowed materials
2 people
74
Return materials
2 people
75
Collect lost property
76
Send visitor thank-you gifts

What to bring

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

Furniture

Audience chairsqty 180
Orchestra chairsqty 80
Foldable tablesqty 8
Stoolsqty 4
Coat racksqty 3
Clothes hangersqty 200

Equipment

Music standsqty 45
Conductor's lectern
Piano stool
Microphonesqty 3
Microphone standsqty 3
Mixer
Active speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8
Gaffer tapeqty 6

Lighting

Stage lightsqty 6
Atmosphere lightsqty 8
Batteriesqty 24

Tableware

Wine glassesqty 120
Water glassesqty 120
Coffee cupsqty 80
Platesqty 100
Pastry forksqty 100
Coffee spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Scissorsqty 4
Bottle openersqty 4

Decorations

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

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the venue layout before reserving furniture and equipment. Draw separate plans for audience seating, orchestra chairs, music stands, registration, coat storage and catering so you can spot blocked routes early.
Open ticket sales only after the programme, seating capacity and access arrangements are fixed. Keep a current registration list and prepare printed access tickets before concert day rather than relying on last-minute checking.
Schedule the technical check before musicians arrive. Test microphones, stands, mixing equipment, speakers, power strips and extension cables, then secure cables with cable mats and gaffer tape where the audience will walk.
Treat the orchestra’s materials as a separate deadline. Collect all music parts, confirm the conductor’s stand, piano stool and lighting, and place the parts at the correct stands before the rehearsal or sound check.
Set catering quantities from confirmed registrations and dietary requests. Prepare water for the orchestra and audience service, and check that coffee equipment, thermos flasks, glasses and serving items are ready before doors open.

Frequently asked questions

How far in advance should I organise an orchestra concert?: Start at least 12 to 16 weeks ahead for a small or mid-sized concert. Use the first few weeks to confirm the venue, orchestra, conductor and programme before launching promotion and ticket sales.
When should orchestra concert tickets go on sale?: Open sales once the date, venue, programme and audience capacity are confirmed, usually 8 to 10 weeks before the concert. This prevents changes to seating or repertoire after people have booked.
How many volunteers do I need for an orchestra concert?: Plan for at least 1 volunteer per 50 guests, plus separate help for musician support and catering. For a 150-person audience, that usually means three audience-facing volunteers and two people assigned backstage or to hospitality.
When should I do the technical check for an orchestra concert?: Complete the full technical check 2 to 3 hours before doors open, with a shorter review after the orchestra has set up. Test every microphone, speaker, light and power connection before the audience enters.

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.