Orchestra concert checklist: what to arrange and when

An orchestra concert depends on several schedules lining up: the venue, musicians, programme, rehearsals, equipment and audience arrangements. Use this checklist to work through the planning in order, from confirming the orchestra and hall to opening the doors. The details that cause delays are often small ones, such as the piano reservation, music parts, cable routing, printed programmes and water for performers. Keep one person responsible for each area and set deadlines before concert day.

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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

Confirm date and venue
2 people
Confirm the orchestra and conductor
2 people
Compile program
2 people
Create the rehearsal schedule
2 people
Confirm room reservation
Confirm piano reservation
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Order catering
Have programs printed
Create signage
2 people
Test sound and lighting
2 people
Develop seating plan
2 people
Work out the stage layout
2 people
Collect music scores
2 people
Check emergency exits
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Lay out program booklets
2 people
Open hall
2 people
Clean the hall and foyer
3 people
Set up stage sections
4 people
Set up orchestra chairs
3 people
Set up music stands
3 people
Place conductor’s stand
2 people
Set Up Piano
3 people
Set up stage lighting
2 people
Test announcement microphones
2 people
Connect the sound system
2 people
Set up audience seating
4 people
Set up the foyer
3 people
Set up the coffee and tea station
2 people
Display snacks
2 people
Hang up signage
2 people
Place programs at the entrance
2 people

Event

Welcome the orchestra
2 people
Have the instruments set up
3 people
Lay out the sheet music
3 people
Do the final sound check
3 people
Welcome the audience
4 people
Hand out programs
2 people
Check tickets
2 people
Close Doors for Concert
2 people
Support the concert
3 people
Providing announcements
Refill drinks
2 people
Serve break snacks
3 people
Escort audience to the hall
2 people
Wrap up concert
3 people
See the audience out
3 people
Thank the orchestra
2 people
Wrap up catering
2 people

Aftercare

Switch off equipment
2 people
Collect music scores
3 people
Unload instruments
3 people
Dismantle the stage
4 people
Clear away chairs and music stands
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the hall and foyer
3 people
Remove decorations
2 people
Return borrowed materials
2 people
Clear away leftover catering
2 people
Lock up the hall

What to bring

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

Furniture

Audience chairsqty 120
Orchestra chairsqty 35
Bistro tablesqty 8
Registration desk
Dressing room racksqty 4
Clothes hangersqty 40
Stage sectionsqty 12
Conductor's podium

Equipment

Music standsqty 35
Conductor's lectern
Piano
Piano stool
Microphonesqty 2
Microphone standsqty 2
Mixer
Speakersqty 2
Audio cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 12

Lighting

Stage lightsqty 6
Tripod lightingqty 4
Spare bulbsqty 6

Tableware

Water glassesqty 45
Coffee cupsqty 120
Small platesqty 120
Cake platesqty 120
Coffee spoonsqty 120
Serving spoonsqty 10
Scissorsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Cutting boardsqty 3
Bread knivesqty 3
Kitchen tongsqty 4
Water jugsqty 6

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Program standsqty 4
Chalkboardsqty 3
Piano cover

Catering

Program bookletsqty 130
Name badgesqty 40
Wristbandsqty 130
Groceries

Cleaning

Waste binsqty 8
Deposit binsqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Toilet brushesqty 4

Other

First aid kitsqty 2
Flashlightsqty 4
Walkie-talkiesqty 6
Pensqty 20
Tapeqty 6
Gaffer tapeqty 6
Cable tiesqty 100
Notepadsqty 6
Spare batteriesqty 24
Card box
Cloakroom ticketsqty 150
Coat racksqty 4
Traffic conesqty 6

Tips

Confirm the venue, orchestra and conductor before publishing the date. Then allow time for the programme, rehearsal schedule and stage layout to be agreed before invitations go out.
Treat the piano as a separate booking. Confirm the instrument, stool, position and access with the venue early, rather than assuming the hall’s piano will be available on the day.
Test sound and lighting in the actual room before the concert. Check microphones, stands, mixer, speakers, cables, extension leads and cable mats, including a full power-up with the stage lights.
Finish audience arrangements at least one week before the concert. Process registrations, collect dietary requirements, assign volunteers, finalise the seating plan and prepare signs for entrances and emergency exits.
Set up a timed opening plan for concert day. Place podium sections, music stands, conductor’s podium, chairs and programme booklets before the orchestra arrives; chill drinks and prepare catering while the room is still clear.

Frequently asked questions

How far in advance should I book a concert hall for an orchestra concert?: Start at least 6 to 12 months before the concert, especially if you need a specific date, piano or rehearsal access. Confirm the reservation in writing once the venue, access times and technical arrangements are agreed.
When should I send invitations for an orchestra concert?: Send invitations around 4 to 6 weeks before the concert. Set the RSVP deadline 7 to 10 days before the event so you can process registrations, plan seating, collect dietary requirements and order catering accurately.
How early should musicians arrive before an orchestra concert?: Plan for musicians to arrive at least 60 to 90 minutes before the doors open. This leaves time to place music stands and parts, tune, check the stage layout and resolve equipment or seating problems.
How many programmes should I print for an orchestra concert?: Print one programme per expected attendee, plus 5 to 10% extra for late arrivals, replacements and backstage copies. Finalise the programme text at least 7 days before printing so names, repertoire and timings can be checked.

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