How to organize a children's choir concert

A children’s choir concert needs more than a rehearsal schedule. Start by fixing the date, venue and repertoire, then build the guest list and collect consent before arranging food, transport and staffing. The final week is mainly about turning information into usable lists: contacts, escorts, music files, seating, signage and technical checks. This order prevents the most common problems, such as missing permissions, untested microphones or refreshments arriving after the children do.

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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 people
2
Record choir repertoire
2 people
3
Compile program
2 people
4
Design invitations
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
8
Collect dietary requirements
9
Collect parental consents
2 people
10
Create a contact list of children
11
Assign escorts
2 people
12
Make reservations
13
Order catering
14
Check technical supplies
2 people
15
Reserve microphones
16
Gather music files
17
Print sheet music
2 people
18
Prepare name badges
19
Print program booklets
2 people
20
Create signage
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Set up catering
2 people
25
Print the final participant list
26
Test music and backup
2 people
27
Collect costumes and props
2 people
28
Arrange keys and access

Event

29
Open venue
2 people
30
Check the Venue
2 people
31
Set up chairs
4 people
32
Set up tables
3 people
33
Clear the stage area
3 people
34
Set up the sound system
3 people
35
Set up microphones
2 people
36
Set up lighting
2 people
37
Hang decorations
3 people
38
Decorate the entrance
2 people
39
Set up the reception table
2 people
40
Set up the catering table
3 people
41
Lay out program booklets
2 people
42
Brief Child Supervisors
2 people
43
Welcome the choir
3 people
44
Register children
3 people
45
Set up the changing area
2 people
46
Escort children to the changing room
3 people
47
Perform sound check
3 people
48
Warm up the choir
2 people
49
Welcome the audience
4 people
50
Hand out program booklets
2 people
51
Take coats
2 people
52
Open the doors
2 people
53
Guide audience to their seats
3 people
54
Announce the concert
55
Lead the children's choir
3 people
56
Operate microphones
2 people
57
Refill drinks
2 people
58
Serve snacks
3 people
59
Announce break
60
Guide children during the break
4 people
61
Guide second concert part
3 people
62
Arrange farewell and thank-you
2 people
63
Hand children over to their parents
3 people
64
See the audience out
3 people
65
Cover leftover catering
2 people
66
Refill drinks for the afterparty
2 people
67
Collect tableware
3 people
68
Dismantle the sound system
3 people
69
Remove decorations
3 people
70
Dismantle chairs and tables
4 people
71
Collect waste
3 people

Aftercare

72
Wash dishes
3 people
73
Clean the kitchen
2 people
74
Clean the room
3 people
75
Check toilets
76
Collect lost and found items
77
Pack equipment safely
2 people
78
Return materials
2 people
79
Return rental items
2 people
80
Sort leftovers
2 people
81
Distribute leftover food
2 people
82
Store photos securely
83
Send thank-you messages

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 12
Reception desk
Catering tablesqty 4
Clothing rackqty 2
Changing room chairsqty 20
Music standsqty 12

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Cable reelsqty 2
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Laptop
USB stickqty 2
Music stand lightsqty 6

Lighting

LED spotlightsqty 4
Mood lightingqty 4

Tableware

Glassesqty 130
Coffee cupsqty 60
Platesqty 130
Forksqty 130
Knivesqty 130
Spoonsqty 80
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Measuring cupsqty 2
Ice packsqty 16

Decorations

Balloonsqty 100
Balloon arch
Buntingqty 12
Stage drapesqty 2
Tableclothsqty 8
Flower arrangementsqty 6
Tapeqty 6
Ropeqty 2
Scissorsqty 4
Directional signsqty 8

Catering

Program bookletsqty 130
Name badgesqty 45
Badge holdersqty 45
Napkinsqty 250
Sheet music foldersqty 35
Presentation folder
Pensqty 20
Wristbandsqty 50
Thank-you cardsqty 40

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Toilet brushesqty 2

Groceries

Groceries

Tips

Set the date and venue before sending invitations, and allow at least 4–6 weeks for registrations, parental consent and dietary information to come back.
Record and confirm the repertoire early, then compile the programme before printing sheet music or programme booklets. Keep the final music files on both a laptop and a USB stick.
Assign one escort to each small group of children and create a contact list with parent details, consent status and dietary requirements. Print the final participant list on the event day.
Test the mixer, active speakers, wireless microphones, stands, cables and power supplies at the venue at least 2 hours before the concert, not during audience arrival.
Set up catering after the performance area is ready: place tables, serving items, drinks and snacks where they will not block changing rooms, music stands or audience access. Chill drinks several hours beforehand.

Frequently asked questions

How far in advance should I plan a children's choir concert?: Start at least 6 weeks before the concert. Use the first 1–2 weeks for the date, venue and repertoire, then leave time for invitations, registrations, parental consents and catering.
When should I collect parental consent for a children's choir concert?: Request consent with the invitation or registration form, ideally 4 weeks before the event. Set a firm deadline about 10 days before the concert so you can follow up before assigning escorts and printing lists.
How early should the sound system be tested?: Allow at least 2 hours before the audience arrives for microphones, speakers, mixer, cables and music playback. Test every microphone with the children or singers who will actually use it.
How much food and drink should I prepare for the choir concert?: Count children, parents, performers and staff separately, using the final participant list completed 3–5 days beforehand. Prepare snacks and drinks for the full confirmed number, with dietary requirements checked before ordering catering.

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