How to organize a harmony concert

Start by fixing the concert date and confirming the venue, then work outward from the program and the performers. A harmony concert needs more than a stage: rehearsals, music parts, seating, sound, ticketing, catering, and visitor guidance all depend on early decisions. Set deadlines for permits, invitations, registrations, equipment, and printed materials instead of leaving them to the final week. Use the plan below to keep the artistic, practical, and front-of-house work in the right order.

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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
Set the concert date
2 people
2
Confirm venue
3
Check permits
4
Compile program
3 people
5
Confirm Conductor
6
Inventory musicians
2 people
7
Plan rehearsals
2 people
8
Design invitations
2 people
9
Send invitations
2 people
10
Open ticket sales
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Book catering
14
Reserve drinks
15
Reserve Chairs
16
Reserve audio equipment
17
Recruit volunteers
2 people
18
Assign volunteers
2 people
19
Print the program
2 people
20
Print cards
21
Check the music parts
3 people
22
Determine seating layout
2 people
23
Draw stage layout
2 people
24
Make route signs
25
Prepare decorations
2 people
26
Do the shopping
2 people
27
Chill drinks
2 people
28
Prepare catering
3 people
29
Open venue
2 people
30
Receive deliveries
2 people
31
Check the Venue
2 people
32
Set up chairs
4 people
33
Set up musician chairs
3 people
34
Set up music stands
3 people
35
Place conductor’s stand
2 people
36
Set up instruments
6 people
37
Connect sound equipment
2 people
38
Set up microphones
2 people
39
Set up lighting
2 people
40
Hang decorations
3 people
41
Lay out the programs
2 people
42
Set up the cash register
2 people
43
Set up the bar
3 people
44
Set up coffee station
2 people
45
Check toilets
46
Perform sound check
3 people
47
Run general rehearsal
35 people
48
Instruct musicians
2 people

Event

49
Open the doors
3 people
50
Welcome visitors
4 people
51
Check tickets
2 people
52
Hand out programs
2 people
53
Staff the cloakroom
2 people
54
Serve drinks
3 people
55
Announce the concert
56
Guide the first concert segment
2 people
57
Refill drinks
2 people
58
Announce break
59
Serve snacks
3 people
60
Guide second concert part
2 people
61
Answer audience questions
62
Announce the farewell
63
Wave goodbye to visitors
3 people
64
Lock the cloakroom
2 people

Aftercare

65
Pack instruments
6 people
66
Collect music scores
3 people
67
Turn off the sound equipment
2 people
68
Clear away bar stock
3 people
69
Wash dishes
3 people
70
Collect waste
3 people
71
Put the chairs back
4 people
72
Put the lecterns back
3 people
73
Remove decorations
3 people
74
Clean the room
4 people
75
Clean the restrooms
2 people
76
Collect lost and found items
77
Lock up the venue
2 people
78
Return materials
2 people
79
Clear away unused groceries
2 people
80
Check deposit materials
81
Respond to visitor messages

What to bring

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

Furniture

Visitor chairsqty 180
Musician chairsqty 45
Tablesqty 12
Bar stoolsqty 4
Coat racksqty 3
Waste binsqty 8

Tableware

Coffee cupsqty 180
Water glassesqty 180
Wine glassesqty 120
Dessert platesqty 180
Coffee spoonsqty 180
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 12

Equipment

Music standsqty 45
Conductor's lectern
Microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 10
Cash box
Payment terminal
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 3
Thermos flasksqty 8
Flashlightsqty 4

Music equipment

Sheet music foldersqty 45
Pencil setsqty 10
Spare strawsqty 20
Instrument standsqty 12
Voting devicesqty 4
Blow nozzlesqty 6
Spare stringsqty 6
Cleaning clothsqty 12

Decorations

Tableclothsqty 12
Stage drapesqty 4
Flower arrangementsqty 6
Welcome sign
Directional signsqty 8
Adhesive stripsqty 4

Lighting

Spotlightsqty 4
String lightsqty 6
LED candlesqty 24

Kitchen

Corkscrewsqty 3
Bottle openersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 4
Scissorsqty 3
Serving plattersqty 12

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Rubber glovesqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the venue and permits before opening ticket sales. Check access, power points, emergency routes, seating capacity, and whether the planned stage and visitor layout fit the room.
Build the program around the available musicians and conductor, then schedule rehearsals early. Check every music part before the final rehearsal so missing or incorrect pages do not delay the concert.
Reserve sound equipment and seating together, not separately. Count visitor chairs, musician chairs, music stands, microphones, stands, speakers, a mixer, extension cords, power strips, and cable mats against the room layout.
Give ticketing and catering firm cut-off dates. Process registrations regularly, collect dietary requirements before booking catering, and reserve drinks early enough to plan glasses, pitchers, coolers, coffee equipment, and serving items.
Assign volunteers by task and time slot at least several days before the concert. Cover entry and payments, directions, seating, refreshments, setup, and closing; keep flashlights and route signs available for late arrivals and pack-down.

Frequently asked questions

How far in advance should I organize a harmony concert?: Start at least 8 to 12 weeks before the concert. Fix the date and venue first, then allow time for permits, the program, musician availability, rehearsals, invitations, ticket sales, equipment, catering, and printed materials.
When should I open ticket sales for a harmony concert?: Open sales once the date, venue, program outline, and ticket information are confirmed, usually 4 to 6 weeks before the concert. Review registrations weekly so seating, catering, drinks, and volunteer numbers can be adjusted.
How many rehearsals does a harmony concert need?: Plan at least 3 rehearsals, including one full run-through with the conductor and the final program order. Schedule the last complete rehearsal no later than 3 to 5 days before the concert, leaving time to correct music parts or stage layouts.
When should I book chairs, audio equipment, and catering?: Reserve chairs and audio equipment as soon as the venue layout and expected audience size are known, ideally 4 to 6 weeks ahead. Book catering after the registration deadline, usually 7 to 10 days before the concert, once dietary requirements are collected.

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.