How to organise an organ concert without last-minute problems

An organ concert depends on more than booking an organist and opening the church doors. Start by securing the church space, concert date and organist, then build the programme and audience plan around those fixed details. Registrations, parking information, dietary requirements and volunteer roles need firm deadlines. In the final week, check the printed programme, seating, lighting, heating and reception supplies so the concert setup is not competing with guest arrival.

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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
Reserve the church space
2
Book the organ and organist
3
Confirm the concert date
4
Compile program
2 people
5
Draft invitations
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Assign volunteers
10
Send parking information
11
Record technical arrangements
2 people
12
Have the program printed
13
Make route signs
14
Check the shopping list
15
Do the shopping
2 people
16
Close registrations
17
Print the visitor list
18
Lay out the programs
19
Chill drinks
2 people
20
Set out coffee supplies

Event

21
Open venue
2 people
22
Check lighting and heating
2 people
23
Set up chairs
4 people
24
Set up tables for reception
2 people
25
Set up the entrance and coat check
2 people
26
Hang up route signs
2 people
27
Place programs at the entrance
28
Set up coffee and tea station
2 people
29
Arrange snacks on serving platters
2 people
30
Set out drinks
2 people
31
Check the organ and playing area
2 people
32
Review the program with the organist
2 people
33
Set up the registration desk
2 people
34
Staff the cloakroom
2 people
35
Welcome visitors
4 people
36
Process cards and donations
2 people
37
Hand out programs
2 people
38
Serve coffee and tea
2 people
39
Refill drinks
40
Close the hall doors
41
Announce the concert
42
Guide the audience during the concert
2 people
43
Take care of the break
3 people
44
Refill drinks during the break
2 people
45
Guide the audience to the exit
2 people
46
Manage coat check
2 people
47
Store leftovers safely
2 people

Aftercare

48
Clear away chairs and tables
4 people
49
Wash dishes
2 people
50
Collect waste
2 people
51
Clean the hall and entrance
3 people
52
Remove directional signs
53
Lock up the venue
2 people
54
Register lost and found items
55
Check materials
2 people
56
Return borrowed materials
2 people
57
Store leftover stock

What to bring

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

Furniture

Chairsqty 100
Tablesqty 6
Coat racksqty 2
Stoolsqty 4

Tableware

Coffee cupsqty 100
Water glassesqty 100
Coffee spoonsqty 100
Pastry forksqty 100
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Pouring jugsqty 4
Cutting boardsqty 2
Serving tongsqty 4

Equipment

Cash box
Payment terminal
Extension cordsqty 4
Power stripsqty 4
Music standsqty 2
Spare batteriesqty 12

Lighting

Standing lampsqty 4
LED candlesqty 20

Decorations

Flower arrangementsqty 4
Tableclothsqty 6
Program standsqty 2
Route sign holdersqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Confirm the church, organist and concert date before drafting invitations. If any of these three details changes, you may need to reprint the programme and resend practical information.
Set a registration closing date several days before the concert. Use the final visitor list to plan chairs, programmes, refreshments and any dietary requirements instead of estimating at the door.
Assign volunteers to specific jobs rather than giving one person general responsibility. You need coverage for the entrance and coat check, parking questions, reception service and closing the venue.
Treat the church walkthrough as a technical check, not just a room inspection. Test lighting and heating, record power needs for equipment, and check that extension cords and power strips do not obstruct walkways.
Prepare the reception in a separate sequence from the concert setup. Chill drinks, arrange coffee supplies, cups and serving pieces, and set tables before doors open so volunteers are not leaving the entrance unattended.

Frequently asked questions

How far in advance should I organise an organ concert?: Start at least 8 to 12 weeks ahead. Secure the church, organist and date first; allow the remaining weeks for the programme, invitations, registrations, printing and volunteer planning.
When should registrations close for an organ concert?: Close registrations 3 to 5 days before the concert. That gives you time to print the visitor list, prepare programmes, confirm dietary requirements and adjust seating or refreshments.
How many volunteers are needed for an organ concert?: Plan for at least 4 volunteers for a small concert: one at the entrance, one for the coat check or visitor questions, and two for the reception. Add people if parking guidance, payments or a larger audience require separate coverage.
When should the church be opened on concert day?: Open the venue 2 to 3 hours before the audience is expected. This leaves time to check lighting and heating, set up chairs and tables, prepare the entrance and coat check, and resolve technical or power problems before guests arrive.

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