How to organize a choir concert from first plan to final applause

Start by fixing the date and venue, then build the concert around the repertoire, conductor and soloists. Work backwards from the performance date: allow time for ticket sales, printed programme booklets, a full choir rehearsal and a separate technical rehearsal. A venue visit will reveal practical issues such as stage layout, power points, microphone positions and audience seating. The final week is for checking registrations, confirming volunteers, bundling sheet music and preparing the information the audience and presenters need.

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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
Compile the concert program
3 people
3
Select repertoire and sheet music
3 people
4
Confirm the conductor and soloists
2 people
5
Make reservations
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign volunteers
2 people
10
Set admission prices
2 people
11
Design the program booklet
2 people
12
Print the program booklets
2 people
13
Write presenter scripts
2 people
14
Check choir parts
4 people
15
Assess technical needs
2 people
16
Open ticket sales
2 people
17
Publish audience information
2 people
18
Hold rehearsal with the choir
5 people
19
Plan the technical rehearsal
2 people
20
Calculate catering quantities
2 people
21
Order groceries
2 people
22
Check ticket sales
2 people
23
Prepare name badges
2 people
24
Bundle the sheet music
3 people
25
Carry out a site visit
2 people
26
Pick up groceries
2 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Confirm choir members' attendance
30
Check the weather forecast

Event

31
Open hall
2 people
32
Check the hall and restrooms
2 people
33
Set up chairs
5 people
34
Set up stage sections
4 people
35
Mark the choir setup
2 people
36
Set up music stands
3 people
37
Set up instruments
3 people
38
Set up microphones
3 people
39
Connect the sound system
2 people
40
Adjust the lighting setup
2 people
41
Test sound levels
3 people
42
Test lighting settings
2 people
43
Hold technical rehearsal
8 people
44
Set out drinks for the break
3 people
45
Serve snacks
3 people
46
Set up the entrance table
2 people
47
Display program leaflets
2 people
48
Set up the cloakroom
2 people
49
Warm up the choir
5 people
50
Open the doors
3 people
51
Welcome visitors
4 people
52
Check tickets
2 people
53
Hand out program brochures
2 people
54
Announce the concert
55
Guide the first concert segment
5 people
56
Refill drinks
2 people
57
Take care of the break
4 people
58
Collect tableware
2 people
59
Guide second concert part
5 people
60
Guide the audience to the exit
3 people
61
Take choir photo
2 people
62
Lead the informal follow-up conversation
3 people
63
Serve choir snacks
2 people

Aftercare

64
Switch off the equipment
2 people
65
Pack instruments
3 people
66
Collect sheet music
3 people
67
Dismantle the stage
4 people
68
Clear away chairs
5 people
69
Take down tables
3 people
70
Wash dishes
3 people
71
Collect waste
2 people
72
Clean the room
4 people
73
Clean the restrooms
2 people
74
Clear the cloakroom
2 people
75
Pack leftover catering
2 people
76
Return materials
3 people
77
Return borrowed items
2 people
78
Register lost property
79
Send thank-you message
2 people
80
Share photos with the choir

What to bring

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

Furniture

Chairsqty 100
Foldable tablesqty 8
Stage sectionsqty 6
Clothes racksqty 2
High tablesqty 4

Tableware

Coffee cupsqty 60
Glassesqty 120
Platesqty 100
Pastry forksqty 100
Coffee spoonsqty 60
Serving traysqty 8
Water carafesqty 8

Equipment

Digital piano
Piano bench
Microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Monitor speaker
DI box
XLR cablesqty 6
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 12
Music standsqty 30
Conductor's lectern
Metronome
Batteriesqty 12

Lighting

LED spotlightsqty 6
Light standsqty 2
Atmosphere lightsqty 8

Decorations

Stage drapesqty 4
Flower arrangementsqty 4
Welcome sign
Directional signsqty 6
Name badgesqty 35
Tableclothsqty 8

Catering

Thermos flasksqty 8
Water coolersqty 4
Coolersqty 4
Serving tongsqty 8
Small bowlsqty 16
Coffee machinesqty 2
Kettlesqty 2
Menu Boardqty 2
Groceries

Kitchen

Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Measuring cupsqty 2
Washing-up tubsqty 3

Cleaning

Bucketsqty 4
Mopsqty 4
Broomqty 2
Dustpan and brushqty 2
Vacuum cleaner
Microfiber clothsqty 12
Cleaning glovesqty 4

Administration

Cash box
Cash box
Payment terminal
Clipboardsqty 4
Ballpoint pensqty 12
Admission ticketsqty 120
Wristbandsqty 120
Program cardsqty 120

Safety

First aid kit
Flashlightsqty 3
Fire extinguisherqty 2
Marking tapeqty 4

Tips

Book the venue and confirm the conductor and soloists before publishing the date. Leave at least 8–12 weeks for invitations, registrations, ticket sales and programme preparation.
Create the running order before designing the programme booklet. Check every choir part against the final repertoire, then bundle the sheet music so singers receive the correct version at rehearsal.
Visit the venue with the technical lead at least 2–3 weeks before the concert. Test the digital piano, microphones, mixing desk, speakers, monitor speaker, DI box and cable routes instead of discovering gaps during setup.
Schedule a full choir rehearsal and a separate technical rehearsal. Reserve at least 60–90 minutes for the technical run-through, including microphone checks, lighting, presenter texts and stage changes.
Calculate refreshments from confirmed registrations, including dietary requirements, rather than guessing from ticket capacity. Order coffee service, cups, glasses, plates and pastries early enough to allow delivery or collection at least 1 day before the concert.

Frequently asked questions

How far in advance should I organize a choir concert?: Start the main planning 8–12 weeks before the concert. Secure the venue, conductor and soloists first, then allow separate time for repertoire, invitations, ticket sales, rehearsals and printing.
When should choir concert ticket sales open?: Open ticket sales about 6–8 weeks before the concert, once the date, venue, programme outline and admission prices are confirmed. Review sales weekly and use the numbers to plan seating, volunteers and catering.
How long should a technical rehearsal for a choir concert take?: Allow at least 60–90 minutes for a technical rehearsal with the choir or key performers. Include sound checks, microphone placement, piano and monitor levels, lighting, presenter cues and any stage changes.
When should I print the choir concert programme booklets?: Finalize the programme text and running order at least 7–10 days before the concert, then print the booklets. This leaves time to correct names, repertoire titles, timings and sponsor or venue information.

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