How to organise an organ concert from start to finish

Organising an organ concert starts with fixing the date, programme and venue before you invite anyone. The organist, repertoire, duration, permissions and access arrangements need to fit together, especially when the instrument is in a church or historic building. Work backwards from the concert start time so printing, catering, volunteers and room setup are finished before the first guest arrives. This plan covers the full sequence, including the small details that are easy to miss on the 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
Set concert date and program
2 people
2
Reserve the organ and concert venue
3
Contract organist
4
Confirm the repertoire and duration
2 people
5
Check permits and copyrights
6
Set the budget and admission price
2 people
7
Send invitations
2 people
8
Publish concert online
9
Process registrations
10
Collect dietary requirements
11
Publish program and route
12
Design program booklet
13
Print the program booklets
14
Assign volunteers for reception
15
Order catering and groceries
16
Check the weather forecast
17
Check the attendee list and payments
2 people
18
Do the shopping
2 people
19
Arrange venue keys and access
20
Lay out programs and name badges
2 people
21
Open venue
2 people
22
Check rooms and toilets
2 people
23
Set up chairs
4 people
24
Set up the reception table
2 people
25
Set up the coffee and tea station
2 people
26
Chill drinks
2 people
27
Lay out program booklets
2 people
28
Hang up signage
2 people
29
Check the organ and playing area
2 people
30
Set out sheet music and music stand
31
Test the lights and microphone
2 people
32
Review program and audience information
2 people
33
Prepare coffee and tea
2 people

Event

34
Staff the entrance and reception desk
2 people
35
Welcome visitors
3 people
36
Hand out program booklets
2 people
37
Provide drinks and welcome guests
3 people
38
Guide latecomers to their seats
2 people
39
Announce the concert
40
Perform an organ concert
41
Serve break drinks
3 people
42
Refill drinks
2 people
43
Guide visitors out at departure
2 people
44
Facilitate informal networking
2 people

Aftercare

45
Collect tableware
2 people
46
Pack leftover catering
2 people
47
Clear away chairs and tables
4 people
48
Remove decorations and signage
2 people
49
Switch off equipment
2 people
50
Wash dishes
3 people
51
Collect and remove waste
2 people
52
Clean the hall and entrance
3 people
53
Clean the restrooms
2 people
54
Lock up the venue
2 people
55
Return borrowed materials
2 people
56
Archive payments and receipts
57
Handle lost and found

What to bring

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

Furniture

Chairsqty 120
Tablesqty 6
Reception desk
Stoolsqty 4

Tableware

Coffee cupsqty 120
Glassesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 2
Cutting boardsqty 2
Kitchen knivesqty 2

Equipment

Wireless microphone
Microphone stand
Active speaker
Extension cordsqty 3
Power stripsqty 3
Music stand
Piano bench
Flashlightsqty 3

Decorations

Flower arrangementsqty 4
Tableclothqty 6
Name badgesqty 20
Adhesive tapeqty 4
Directional signsqty 8

Lighting

Standing lampsqty 4
Spare bulbsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 2
Cleaning spongesqty 6
Microfiber clothsqty 12
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Set the programme and running time before publishing the event. Confirm the repertoire with the organist, then allow extra time for doors opening, introductions and any interval or reception.
Book the venue and organist early, and confirm exactly when you can enter the building. Arrange keys, access and volunteer arrival times at least 1 week before the concert so setup does not depend on finding someone at the last minute.
Check permits, copyright and admission arrangements before sending invitations. A final review 4 weeks ahead gives you time to correct the programme, route information or ticket instructions before they are printed.
Plan the audience area and reception separately. Count the chairs against the attendee list, then prepare the reception table, coffee and tea station, cups, glasses, plates and serving utensils before doors open.
Run a final operational check 2 hours before the concert. Test the microphone and speaker if used, check toilets and rooms, place directional signs and programmes, and keep flashlights, extension cords and spare bulbs accessible.

Frequently asked questions

How far in advance should I organise an organ concert?: Start at least 8 to 12 weeks before the concert. Fix the date, venue, organist and programme first; leave the final 2 weeks for registrations, printing, catering and access checks.
How long should an organ concert programme be?: Plan the music for about 60 to 90 minutes, depending on the repertoire and whether there is an interval. Confirm the exact duration with the organist before publishing the programme and invitations.
When should I print the organ concert programmes?: Finalise the programme and route information at least 2 weeks before the event, then print the booklets during the final week. Keep a small number of extras for late registrations and damaged copies.
How early should volunteers arrive for an organ concert?: Have the setup team arrive 2 hours before the doors open and the reception volunteers arrive at least 45 minutes beforehand. This leaves time to arrange chairs, prepare coffee and tea, place name badges and resolve access problems.

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.