How to organise an orchestra concert from start to finish

An orchestra concert needs more than a date, musicians and a programme. Start by securing the venue and orchestra, then build the repertoire, confirm technical requirements and set the ticket price before opening registration. In the final weeks, coordinate visitors, volunteers, equipment, catering and printed materials. The most common problems are late copyright reporting, missing stage equipment and leaving the visitor list or directions until the last day.

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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
Book orchestra
4
Confirm Conductor
5
Compile the repertoire
2 people
6
Report copyright fees
7
Collect program information
2 people
8
Set ticket price
2 people
9
Open the registration form
10
Send invitations
2 people
11
Publish concert online
12
Distribute promotional materials
3 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Assign volunteers
16
Check the orchestra list
17
Check groups
3 people
18
List technical requirements
2 people
19
Reserve equipment
20
Order catering
21
Order program booklets
22
Send directions
23
Print the visitor list
24
Do the shopping
2 people
25
Collect program booklets
26
Chill drinks
2 people

Event

27
Open venue
2 people
28
Check the Venue
2 people
29
Set up chairs
4 people
30
Set up orchestra chairs
3 people
31
Set up music stands
3 people
32
Set up the conductor's station
2 people
33
Connect the technical equipment
3 people
34
Set up the lighting
2 people
35
Set up the cloakroom
2 people
36
Set up catering
3 people
37
Lay out program booklets
2 people
38
Welcome the orchestra
2 people
39
Set up instruments
4 people
40
Run the sound check
3 people
41
Prepare snacks
3 people
42
Staff the entrance desk
3 people
43
Welcome visitors
4 people
44
Hand out programs
2 people
45
Serve drinks
3 people
46
Announce the concert
47
Close doors
2 people
48
Refill drinks
2 people
49
Serve break catering
4 people
50
Guide the audience back to the hall
2 people
51
Manage the cloakroom
2 people
52
See the audience out
3 people
53
See the orchestra off
2 people

Aftercare

54
Switch off equipment
2 people
55
Collect instruments
4 people
56
Wash dishes
3 people
57
Collect waste
3 people
58
Clear away chairs
4 people
59
Clean the room
3 people
60
Dismantle the coat check
2 people
61
Return rented materials
2 people
62
Keep lost and found items
63
Store leftovers
2 people
64
Send thank-you message

What to bring

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

Furniture

Visitor chairsqty 180
Orchestra chairsqty 45
Conductor's chair
Entrance tableqty 2
Catering tablesqty 4
Coat racksqty 3
Clothes hangersqty 180

Equipment

Music standsqty 45
Conductor's lectern
Microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Music stand lightsqty 45
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 6
Gaffer tapeqty 4
Piano bench
Metronome

Lighting

Stage spotlightsqty 6
Entrance lightingqty 2
Battery lampsqty 6

Tableware

Water glassesqty 60
Coffee cupsqty 60
Tea glassesqty 30
Coffee spoonsqty 60
Cake platesqty 60
Serving traysqty 8
Water jugsqty 8
Thermos flasksqty 6
Serving tongsqty 8

Decorations

Program bookletsqty 200
Entrance postersqty 6
Directional signsqty 10
Tableclothsqty 6
Name badgesqty 50
Flower arrangementsqty 4

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving utensilsqty 8
Corkscrewqty 2
Bottle openersqty 3

Cleaning

Bucketsqty 3
Cleaning clothsqty 12
Broom setsqty 2
Mopsqty 3

Catering

Groceries

Tips

Confirm the venue and orchestra before publishing the concert. Ask for the orchestra list, conductor details and technical requirements early enough to reserve music stands, microphones, lighting and other equipment.
Compile the repertoire before collecting programme information. Once the programme is stable, report copyright fees, prepare the programme booklet and publish accurate concert details.
Set the ticket price and open registration only after the date, venue, programme and basic visitor information are confirmed. Check registrations regularly rather than waiting until the final week.
Assign volunteers at least 7 days before the concert and give each person a clear duty, such as registration, seating, coats, catering or backstage support. Collect dietary requirements before ordering food.
Use the final 24 hours for checks, not planning. Print the visitor list, send directions, confirm catering and programme booklets, and test the microphones, speakers, mixer, cables and stage lighting before visitors arrive.

Frequently asked questions

How far in advance should I organise an orchestra concert?: Start at least 8 to 12 weeks before the concert. Secure the venue and orchestra first, then allow time for the repertoire, copyright reporting, ticket registration, promotion and technical planning.
When should I book the orchestra and venue?: Book both as soon as the concert date is agreed, preferably 8 weeks or more in advance. Do not open registration until the venue, orchestra and programme details are sufficiently confirmed.
When should I order concert programmes and catering?: Order programme booklets once the repertoire and programme information are final, usually 2 to 3 weeks before the concert. Confirm visitor numbers and dietary requirements before placing the catering order, then recheck quantities 3 to 5 days beforehand.
What should I check on the day of an orchestra concert?: Check the orchestra and volunteer lists, seating, music stands, conductor’s lectern, piano bench, microphones, speakers, lighting and cable safety before doors open. Keep at least 60 minutes for setup and sound checks.

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.