How to organize a church concert

Start with the date, church booking, and performer availability, then build the program around the space and the music. Before inviting anyone, confirm repertoire rights, permits, accessibility, emergency exits, heating, lighting, and the technical setup. A church concert also needs a clear visitor flow: registration, reception, seating, house rules, and a planned interval or refreshment service. Work backward from the concert date so printing, catering, volunteers, and equipment are confirmed before the final week.

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
Set the concert date
2
Reserve the church space
3
Book performers
2 people
4
Compile program
2 people
5
Check the repertoire and rights
6
Check permits
7
Make a reservation for a piano
8
Request technical requirements
9
Develop the sound plan
2 people
10
Draw up visitor house rules
11
Check accessibility
2 people
12
Check emergency exits
2 people
13
Design invitations
14
Send invitations
2 people
15
Open online registration form
16
Process registrations
17
Collect dietary requirements
18
Recruit volunteers
19
Assign the host and reception team
2 people
20
Have program brochures printed
21
Send artist information
22
Book catering
23
Make a shopping list
2 people
24
Check the church heating
25
Check the lighting
2 people
26
Reserve equipment and cables
27
Do the shopping
2 people
28
Sort program leaflets
2 people
29
Prepare artist reception
2 people
30
Chill drinks
2 people
31
Ventilate the church hall
2 people
32
Set up chairs
4 people
33
Keep wheelchair spaces clear
2 people
34
Set up tables for reception
2 people
35
Set up registration desk
2 people
36
Lay out program brochures
2 people
37
Hang up decorations
2 people
38
Set up coffee station
2 people
39
Set out dishes and glasses
2 people
40
Mark the stage floor
2 people
41
Set up instruments
3 people
42
Set up microphones
2 people
43
Connect the sound system
2 people
44
Set up lighting
2 people
45
Run the sound check
4 people

Event

46
Welcome performers
2 people
47
Prepare the artists' room
2 people
48
Brief reception team
2 people
49
Welcome visitors
4 people
50
Hand out program brochures
2 people
51
Take coats
2 people
52
Serve coffee and tea
3 people
53
Close the doors at the start
2 people
54
Announce the concert
55
Manage lighting during the concert
56
Monitor sound levels during the concert
57
Refill drinks
2 people
58
Serve break drinks
4 people
59
Guide visitors to their seats
2 people
60
Artist support
61
Give the closing speech
62
See visitors out
3 people
63
Return coats
2 people
64
Collect lost and found items

Aftercare

65
Pack instruments safely
3 people
66
Dismantle the sound system
2 people
67
Turn off lights
68
Collect tableware
3 people
69
Wash dishes
3 people
70
Dismantle the coffee station
2 people
71
Put the chairs back
4 people
72
Put the tables back
2 people
73
Collect waste
3 people
74
Clean the church hall
3 people
75
Clean the restrooms
2 people
76
Remove decorations
2 people
77
Return borrowed materials
2 people
78
Pay performers
79
Handle lost property
80
Send thank-you message

What to bring

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

Furniture

Chairsqty 90
Foldable tablesqty 6
Clothes racksqty 2
High tablesqty 4
Tableclothsqty 6
Music standsqty 12

Equipment

Digital piano
Keyboard stand
Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
DI boxesqty 2
Monitor speaker
XLR cablesqty 8
Instrument cablesqty 6
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 10
Gaffer tapeqty 4
Music stand lightsqty 6
Spare batteriesqty 12

Lighting

LED spotlightsqty 6
Extension cords for lightingqty 4
Flashlightsqty 4

Tableware

Coffee cupsqty 90
Glassesqty 120
Cake platesqty 90
Teaspoonsqty 90
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 6
Bread tongsqty 4
Scissorsqty 4
Cutting boardsqty 3
Knivesqty 6

Decorations

Flower arrangementsqty 6
Candlesqty 24
Glass candle lanternsqty 12
Table numbersqty 6
Welcome sign
Directional signsqty 6

Cleaning

Waste binsqty 6
Mopsqty 3
Bucketsqty 3
Vacuum cleaner
Cleaning clothsqty 12

Catering

Groceries

Tips

Book the church and performers before publishing invitations. Then allow at least 2–3 weeks to confirm the program, repertoire rights, permits, and the performers’ technical requirements.
Treat the sound plan as a separate design task. Confirm microphone, speaker, mixer, DI box, monitor, cable, and power needs with the performers, then leave time for a sound check on the day.
Check the room as a visitor would at least 2 weeks beforehand. Test the heating and lighting, walk the accessible route, identify emergency exits, and decide where chairs, tables, coats, and reception will go.
Open registration as soon as the program and date are fixed, and ask for dietary requirements in the same form. Set a closing date several days before the concert so catering and seating can be adjusted.
Assign the host, reception team, and volunteers in writing no later than 1 week before the event. Send performers their arrival time, room access details, program order, and contact person instead of leaving those decisions to concert day.

Frequently asked questions

How far in advance should I organize a church concert?: Start 8–12 weeks before the concert if possible. Use the first 2 weeks for the date, church, performers, program, rights, permits, and technical requirements; leave the final week for printing, volunteer briefings, and room checks.
When should invitations for a church concert be sent?: Send invitations 4–6 weeks before the concert, once the date, program, registration method, and access information are confirmed. Close online registration several days before the event if you need final numbers for seating or catering.
How early should performers arrive at a church concert?: Ask performers to arrive 90–120 minutes before the start when microphones, speakers, piano or keyboard, and lighting are involved. This allows time for unloading, setup, line checks, a sound check, and any program changes.
How many volunteers are needed for a church concert?: Plan for at least 3 volunteers for a small concert: one host or coordinator and two people for reception and visitor support. Add one more person if you need separate help with coats, refreshments, accessibility, or ushering.

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.