How to organize a choir concert

Organizing a choir concert works best when you fix the artistic and practical decisions in the right order. Start with the repertoire, concert date, and venue, then plan rehearsals, publicity, registrations, seating, catering, and the printed program around them. Technical details such as microphones, music stands, lighting, and power connections need a separate check before the concert day. The final week is for confirming volunteers, scores, audience numbers, dietary requirements, and anything that can delay the performance.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Finalize the repertoire
2 people
2
Reserve venue
3
Set rehearsal dates
2 people
4
Check copyright
5
Design invitations
6
Send invitations
2 people
7
Open online registrations
8
Distribute publicity
2 people
9
Process registrations
10
Collect dietary requirements
11
Book catering
12
Compile program
2 people
13
Have the program printed
14
Assign volunteers
15
Create the seating plan
2 people
16
Set admission prices
2 people
17
Set out payment methods
18
Coordinate technical setup
2 people
19
Announce the performance
20
Collect music scores
2 people
21
Conduct choir rehearsal
40 people
22
Conduct choir rehearsal
40 people
23
Do the shopping
2 people
24
Sort programs
2 people
25
Check materials
2 people
26
Chill drinks
2 people

Event

27
Open venue
2 people
28
Clean the room
3 people
29
Set up chairs
4 people
30
Set up tables
2 people
31
Set up stage area
3 people
32
Set up music stands
3 people
33
Connect sound equipment
2 people
34
Set up lighting
2 people
35
Hang decorations
2 people
36
Lay out the programs
2 people
37
Place information signs
2 people
38
Set up coffee station
2 people
39
Prepare catering
3 people
40
Perform sound check
3 people
41
Welcome the choir
2 people
42
Set up the changing area
2 people
43
Warm up the choir
40 people
44
Staff the entrance desk
3 people
45
Welcome visitors
4 people
46
Hand out programs
2 people
47
Seat visitors
3 people
48
Announce the concert
49
Perform the choir concert
40 people
50
Serve break drinks
4 people
51
Refill drinks
2 people
52
Collect tableware
2 people
53
Give a farewell speech
54
See visitors out
3 people
55
Accompany choir members
2 people
56
Turn off the sound equipment
2 people

Aftercare

57
Wash dishes
3 people
58
Collect waste
2 people
59
Clear the hall
5 people
60
Clean the venue
3 people
61
Pack up materials
3 people
62
Dismantle equipment
2 people
63
Check stock
64
Collect lost and found items
65
Lock up the venue
2 people
66
Return materials
2 people
67
Archive photos and documents
68
Send thank-you message

What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Dressing room racksqty 4
Clothes hangersqty 80
Stoolsqty 6

Equipment

Microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Audio cablesqty 8
Power stripsqty 6
Extension cordsqty 6
Music standsqty 40
Music stand lampsqty 10
Piano stool

Lighting

Stage lightsqty 4
Mood lightingqty 4
Batteriesqty 24

Tableware

Coffee cupsqty 120
Water glassesqty 120
Teaspoonsqty 120
Serving traysqty 8
Coffee potsqty 4

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Coolersqty 4
Ice spoonsqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 6

Decorations

Tableclothsqty 8
Stage drapesqty 2
Flower arrangementsqty 6
Menu Card Holdersqty 8
Cable coversqty 6
Directional signsqty 12
Door stickersqty 8
Presentation folderqty 2
Tapeqty 6
Scissorsqty 4
Cable tiesqty 100
Ropeqty 2
Emergency exit signsqty 4

Catering

Groceries
Cash register
Cash box
Payment terminal
Name stickersqty 120
Clipboardsqty 4
Ballpoint pensqty 12

Cleaning

Broomsqty 2
Dustpansqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8

Paperwork

Programsqty 140
Admission ticketsqty 120
Venue floor plansqty 10
Donation formsqty 120
Menusqty 8

Safety

Flashlightsqty 4
Safety vestsqty 6
Cable matsqty 8
First aid kit

Tips

Finalize the repertoire before designing invitations or printing the program. Allow time to check copyright and collect the correct music scores from every singer.
Reserve the venue before publishing the concert date, then set rehearsal dates immediately. Check whether the room has enough chairs, dressing-room space, power outlets, lighting, and room for the piano or music stands.
Open registrations early enough to estimate the audience and catering. Set a clear closing date for dietary requirements, then book food and prepare coffee, tea, water, cups, glasses, serving trays, and cooling space from the final numbers.
Treat the program as a production item, not a last-minute handout. Compile it after the repertoire is fixed, send it to print with enough time for corrections, and sort the finished programs before doors open.
Schedule the technical setup before the choir arrives. Test microphones, stands, mixer, speakers, cables, extension cords, stage lights, music-stand lamps, and spare batteries, then assign volunteers to admission, seating, backstage, and refreshments.

Frequently asked questions

How far in advance should I organize a choir concert?: Start at least 8 to 12 weeks before the concert. That gives you time to reserve the venue, set rehearsals, check copyright, publicize the event, process registrations, and print the program.
When should choir concert invitations be sent?: Send invitations as soon as the venue, date, repertoire outline, and registration method are confirmed—normally 6 to 8 weeks before the performance. Keep registrations open long enough to estimate seating and catering numbers.
How many rehearsals do you need for a choir concert?: Set rehearsal dates as soon as the repertoire is finalized, usually allowing 4 to 8 rehearsals plus a final run-through. Schedule the last full rehearsal close enough to the concert to catch musical or technical problems while there is still time to fix them.
When should the seating plan and printed program be finished?: Finish the seating plan 3 to 5 days before the concert, once registrations are stable. Send the program to print at least 7 days beforehand so corrections, delivery, sorting, and last-minute changes do not fall on concert day.

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.