Marching concert checklist and planning guide

A marching concert needs more than a performance schedule. You must coordinate bands, permits, grounds, sound, lighting, parking, catering and volunteers before the first note. Start by fixing the date and program, then confirm the venue, performers and required arrangements. In the final week, print the program, check equipment and materials, chill drinks and prepare snacks. This checklist keeps the work in sequence so late requests do not disrupt the concert.

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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

Set the date and program
2 people
Confirm marching bands
2 people
Check the venue and grounds
2 people
Check permits
Check insurance and arrangements
Send invitations
2 people
Promote performances
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
Reserve restroom facilities
Check power outlets
2 people
Create the sound plan
2 people
Create the lighting plan
2 people
Create floor plan
2 people
Assign volunteers
2 people
Send artist information
Send parking information
Have the program printed
Prepare name badges
2 people
Inventory materials
2 people
Check the shopping list
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out the programs
2 people
Cordon off the area
3 people
Set up the stage
4 people
Set up the tents
4 people
Set up tables
3 people
Set up chairs
4 people
Set up music stands
2 people
Set up the instrument room
2 people
Set up sound equipment
3 people
Connect microphones
2 people
Install lighting
3 people
Safely connect power
2 people
Set up catering point
3 people
Set up coffee station
2 people
Set out tableware and cutlery
2 people
Set up the entrance
2 people
Hang up decorations
3 people
Check toilets
2 people
Clear emergency routes
2 people
Perform sound check
3 people
Perform lighting test
2 people
Welcome performers
2 people
Go over the schedule with the bands
3 people

Event

Staff the entrance
3 people
Hand out programs
2 people
Guide visitors to their seats
3 people
Assist performers
2 people
Announce performances
Monitor sound level
2 people
Staff the catering point
4 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep tables clean
2 people
Collect waste
2 people
Check toilets periodically
2 people
Adjust lighting
Support the final performance
2 people
See visitors out
3 people

Aftercare

Turn off the sound equipment
2 people
Clean up catering
4 people
Collect tableware
3 people
Empty waste containers
3 people
Remove decorations
3 people
Clear away chairs and tables
4 people
Take down tents
4 people
Clear the stage and lecterns
4 people
Pack equipment
3 people
Clean the grounds
4 people
Leave venue clean
2 people
Return materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Party tentsqty 3
Beer tablesqty 8
Foldable tablesqty 8
Chairsqty 320
Stoolsqty 12
Clothes racksqty 2
Bollardsqty 12

Equipment

Mixer
Active speakersqty 4
Subwoofersqty 2
Wireless microphonesqty 3
Microphone standsqty 4
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Music standsqty 80
Conductor's lecternqty 2
Music stand lightsqty 20
Stage stepsqty 2

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 8
Battery lanternsqty 12
Batteriesqty 48

Tableware

Glassesqty 350
Coffee cupsqty 120
Platesqty 350
Forksqty 350
Knivesqty 150
Spoonsqty 150

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 8
Ice containersqty 4
Serving plattersqty 20
Serving traysqty 8
Pliersqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Storage binsqty 20
Cooler labels

Decorations

Buntingqty 12
Stage drapesqty 4
Tableclothsqty 16
Program boardsqty 4
Wayfinding signsqty 10
Chalkboardsqty 4

Cleaning

Waste binsqty 12
Vacuum cleaner
Broom setsqty 3
Mopsqty 3
Bucketsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Flashlightsqty 6
Vestsqty 12
Barrier tapeqty 6

Catering

Groceries

Tips

Set the date and program before contacting marching bands, suppliers or caterers. Allow at least 8–12 weeks for confirmations, permits and public promotion.
Check the venue and grounds early, including power outlets, parking routes, restroom capacity and space for stage sections, tents, tables and audience seating.
Create the sound and lighting plans before equipment arrives. Match the mixer, active speakers, subwoofers, microphones, cables, power strips and cable trays to the stage layout.
Send performers clear information at least 7 days before the concert, including arrival times, parking, changing space, music stands, conductor’s lectern and stage access.
Complete the final inventory 1–2 days before the event. Check batteries, glasses, coffee cups, printed programs, name badges, drinks and snacks rather than discovering shortages during setup.

Frequently asked questions

How far in advance should I plan a marching concert?: Start the main planning 8–12 weeks before the concert. Use that time to set the program, confirm marching bands, check permits and insurance, book catering and promote the performances.
When should I send information to marching bands?: Send artist information, parking details and arrival instructions at least 7 days before the event. Include the program, stage access, sound arrangements and any required equipment so questions are resolved before concert day.
What should I check at the venue for a marching concert?: Check the grounds, power outlets, parking, restrooms and available space at least 4 weeks beforehand. Also measure where stage sections, tents, tables, chairs, cable trays and audience routes will go.
When should I prepare drinks and snacks for the concert?: Finish shopping and the materials inventory 1–2 days before the concert. Chill drinks on the day before or early on the event day, and prepare snacks close enough to serving time to keep them fresh.

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