How to organize a brass band concert

A brass band concert runs smoothly when the decisions are made in the right order: secure the venue, confirm the musicians, then build the program and guest plan around the space. Work out permits, registration, parking and dietary requirements before the final week. On the day, allow time to check the instruments, assemble the orchestra stage, place music stands and test microphones and speakers. Keep a separate setup plan for the concert room and the refreshments area so neither is left until the last minute.

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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 Concert Venue
2
Check permits
3
Confirm musician list
4
Finalize the program
2 people
5
Instruct the conductor
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Make reservations
10
Send parking information
11
Print the program
12
Make name badges
13
Do the shopping
2 people
14
Check the instruments
3 people
15
Organize music folders
2 people
16
Create a supplier route
17
Check the weather forecast
18
Pick up keys
19
Open venue
2 people
20
Check rooms
2 people
21
Check toilets
22
Set up tables
4 people
23
Set up chairs
4 people
24
Set up the orchestra stage
4 people
25
Set up music stands
3 people
26
Prepare sheet music
3 people
27
Set up the sound system
3 people
28
Test microphones
2 people
29
Check the lighting
2 people
30
Hang decorations
3 people
31
Set up the information desk
2 people
32
Set up the cash register
2 people
33
Lay out the programs
2 people
34
Chill drinks
2 people
35
Set up coffee corner
2 people
36
Prepare snacks
3 people
37
Set up catering
3 people
38
Prepare first aid supplies
39
Clear fire exits
2 people

Event

40
Welcome musicians
2 people
41
Unload instruments
4 people
42
Setting up the orchestra
4 people
43
Open the doors
2 people
44
Welcome visitors
3 people
45
Hand out programs
2 people
46
Handle ticket sales
2 people
47
Manage the cloakroom
2 people
48
Announce the concert
49
Guide the first concert segment
2 people
50
Serve break drinks
4 people
51
Serve snacks
4 people
52
Refill drinks
2 people
53
Guide second concert part
2 people
54
Inform visitors
2 people
55
Check toilets periodically
56
Collect waste along the way
2 people
57
Announce the farewell
58
Thank the musicians
2 people
59
Guide people out
2 people
60
Finish coat check
2 people
61
Load instruments
4 people
62
Lock up the venue
2 people

Aftercare

63
Dismantle furniture
4 people
64
Take down the sound system
3 people
65
Remove decorations
3 people
66
Wash dishes
3 people
67
Clean the kitchen
2 people
68
Clean the room
4 people
69
Clean the restrooms
2 people
70
Dispose of waste
2 people
71
Collect lost and found items
72
Count inventory
73
Check materials
2 people
74
Return materials
2 people
75
Return venue keys
76
Archive photos and documents
77
Send thank-you message

What to bring

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

Furniture

Chairsqty 140
Tablesqty 10
Beer tablesqty 4
Clothes racksqty 2
Stage sectionsqty 12
Stoolsqty 8

Equipment

Music standsqty 45
Conductor's lectern
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Speakersqty 2
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Orchestra casesqty 4
Instrument tablesqty 4

Tableware

Water glassesqty 160
Coffee cupsqty 80
Platesqty 80
Cake platesqty 140
Coffee spoonsqty 100
Serving tongsqty 8
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 2
Cutting boardsqty 3
Knivesqty 6
Serving spoonsqty 6
Small bowlsqty 12
Pitchersqty 6

Catering

Cash register
Cash box
Payment terminal
Menu card holdersqty 6
Coffee thermal carafesqty 4
Groceries

Decorations

Tableclothsqty 10
Stage drapesqty 4
Buntingqty 8
Flower arrangementsqty 6
Program boardsqty 4
Directional signsqty 8

Lighting

LED lampsqty 8
Mood lightingqty 4
Batteriesqty 24

Cleaning

Waste binsqty 8
Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Hand broomsqty 3
Toilet brushesqty 3
Soap dispensersqty 4
Hand sanitizer pumpsqty 4

Tips

Start with the venue and access plan. Confirm the room, available chairs and tables, stage sections, toilets, storage and key collection time before you invite anyone. Check permits early, since a missing approval can affect the whole concert.
Confirm the musician list before finalizing the program. Give the conductor the running order and rehearsal information in advance, then prepare music folders and enough music stands for every player who needs one.
Send invitations only after the practical details are stable. Include the registration deadline, parking information and start time, and collect dietary requirements at registration rather than trying to identify them at the refreshment table.
Treat sound and power as a separate check. Test the mixer, speakers, wireless microphones and microphone stands together, and bring extension cords, power strips and gaffer tape before the venue opens.
Set up in a fixed sequence on the day: open the venue, check rooms and toilets, arrange chairs and tables, build the orchestra stage, then place stands and test sound. Put water glasses by the players and prepare coffee machines, kettles and thermos flasks before guests arrive.

Frequently asked questions

How far in advance should I organize a brass band concert?: Start at least 8 to 12 weeks ahead. Use the first two weeks to confirm the venue, permits and musician list, then allow time for the program, invitations, registrations and supplier arrangements.
How many chairs do I need for a brass band concert?: Plan one chair per expected audience member, plus any chairs required by the band and staff. Confirm the final guest count 3 to 5 days before the concert so the seating layout and access routes can be adjusted.
When should I test the sound equipment?: Complete a full microphone, mixer and speaker test at least 90 minutes before the audience enters. Leave another 30 minutes for moving speaker stands, securing cables with gaffer tape and correcting feedback or volume problems.
When should I collect dietary requirements for the concert?: Ask for dietary requirements when guests register and close the request at least 7 days before the event. That gives you time to buy suitable food and label or separate it before serving.

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.