How to organize a family concert from start to finish

A family concert needs more coordination than a regular gathering: performers, young guests, sound equipment, seating, food, and arrival times all have to work together. Start by confirming the date and venue, then secure the musicians and build the program before sending invitations. Registrations and dietary requirements determine your final setup. During the last week, focus on the sound plan, printed programs, shopping, and room layout so the venue is ready before the first family arrives.

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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
Compile the music program
2 people
3
Confirm performing musicians
4
Draft invitations
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Make reservations
9
Create final guest list
10
Print the program
11
Share performer information
12
Create sound plan
2 people
13
Gather music files
2 people
14
Check the shopping list
2 people
15
Do the shopping
3 people
16
Chill drinks
2 people
17
Prepare snacks
4 people
18
Lay out the programs
2 people

Event

19
Open venue
2 people
20
Clear the stage area
4 people
21
Set up tables and chairs
5 people
22
Set up the sound system
3 people
23
Connect microphones
2 people
24
Connect lighting
2 people
25
Hang decorations
3 people
26
Set up the catering buffet
3 people
27
Prepare coffee and tea
2 people
28
Welcome performers
2 people
29
Run the sound check
3 people
30
Set out the program and microphones
2 people
31
Set up the entrance and reception
3 people
32
Welcome visitors
4 people
33
Hand out programs
2 people
34
Serve drinks and snacks
4 people
35
Presenting the family concert
36
Coordinate stage changes
2 people
37
Refill drinks
2 people
38
Refill snacks
2 people
39
Guide visitors to the exit
3 people
40
Store leftovers in the fridge
2 people

Aftercare

41
Dismantle audio equipment
3 people
42
Put furniture back
4 people
43
Wash dishes
3 people
44
Collect waste
2 people
45
Clean the venue
4 people
46
Remove decorations
2 people
47
Return borrowed materials
2 people
48
Store leftover groceries
2 people
49
Return keys and equipment
2 people

What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Buffet tablesqty 3
Coat racksqty 2
Waste binsqty 6

Equipment

Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Music player
Extension cordsqty 6
Power stripsqty 4

Lighting

LED spotlightsqty 4
Mood lightingqty 3

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Balloonsqty 80
Buntingqty 8
Tableclothsqty 10
Stage backdrop
Program holdersqty 4

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Dustpans and brushesqty 2

Safety

First aid kit

Catering

Groceries

Tips

Confirm the venue and performing musicians before sending invitations. Allow at least two weeks for registrations, and set a clear deadline for dietary requirements so snacks and drinks can be planned accurately.
Build the music program early and share performer information with guests before the concert. Print the final program only after the running order and performer names have been checked.
Treat the sound check as a separate task, not something to improvise at the door. Test the mixer, microphones, active speakers, speaker stands, music player, extension cords, and power strips at least 60 minutes before guests arrive.
Plan the room around families rather than only the stage. Set out chairs with clear sightlines, keep a stage area free, place coat racks near the entrance, and position waste bins where drinks and snacks are served.
Finish food and drinks before the performance starts. Chill drinks in advance, prepare snacks before opening the venue, and allow 20 to 30 minutes to lay out programs, connect lighting, and check the tables and chairs.

Frequently asked questions

How far in advance should I organize a family concert?: Start at least 6 to 8 weeks ahead. Confirm the date, location, musicians, and music program first, then send invitations early enough to leave at least 2 weeks for registrations and dietary requirements.
How long before a family concert should the sound system be set up?: Set up and test the sound system at least 60 minutes before guests arrive. Allow extra time if you are connecting more than one microphone, lighting, music player, or active speaker.
How many drinks should I plan for a family concert?: Plan about 2 to 3 drinks per person for the first hour, then roughly 1 drink per person for each additional hour. Add water and keep a separate supply for performers and helpers.
When should I print the concert program?: Print the programs 1 to 2 days before the event, after the final guest list and running order are confirmed. Lay them out at least 20 minutes before doors open so the entrance does not become crowded.

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