Orchestra concert checklist: what to arrange and when

An orchestra concert depends on more than a confirmed date and a printed programme. You need time to reserve the concert and rehearsal spaces, confirm every musician, check the scores, and coordinate sound, lighting, seating, refreshments, and volunteers. Start with the programme and practical requirements, then work toward invitations, registrations, and final setup. This checklist gives you the complete plan in the right order, including details that are often left until the last 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 the concert date
Reserve venue
Reserve rehearsal space
Compile program
2 people
Confirm musicians
2 people
Collect sheet music
2 people
Check groups
3 people
Draft invitations
2 people
Send invitations
2 people
Publish concert online
Process registrations
Collect dietary requirements
Confirm reservations
Have the program printed
Order tickets and wristbands
Assign volunteers
2 people
Check emergency exits
2 people
Carry out a site visit
2 people
Coordinate technical setup
2 people
Put sheet music in folders
3 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up catering
2 people
Share instructions with volunteers

Event

Open venue
2 people
Clear the hall floor
4 people
Place chairs for the orchestra
4 people
Set up music stands
4 people
Place conductor’s stand
2 people
Set up audience seating
5 people
Set up the entrance desk
2 people
Build the catering buffet
3 people
Hang up decorations
3 people
Lay out the programs
2 people
Set up the cloakroom
2 people
Test sound system
2 people
Test stage lighting
2 people
Welcome the orchestra
2 people
Unload instruments
5 people
Tune the orchestra
8 people
Open the doors
3 people
Welcome visitors
4 people
Check tickets
2 people
Hand out programs
2 people
Staff the cloakroom
2 people
Set out break drinks
3 people
Announce the concert
Guide the first concert segment
3 people
Refill drinks
2 people
Serve break snacks
3 people
Guide second concert part
3 people
Deliver farewell speech
Thank the orchestra
2 people
See visitors out
4 people
Load instruments
5 people

Aftercare

Clean up catering
3 people
Dismantle furniture
5 people
Remove decorations
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Dismantle the technical setup
2 people
Final venue check
2 people
Return keys
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Orchestra chairsqty 60
Audience chairsqty 180
Tablesqty 8
Coat racksqty 3
Stoolsqty 4

Equipment

Music standsqty 60
Conductor's lectern
Microphonesqty 2
Microphone standsqty 2
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 4
Music stand lightsqty 20

Lighting

Stage lightsqty 4
Mood lightingqty 4
Batteriesqty 24

Tableware

Water glassesqty 80
Coffee cupsqty 80
Small platesqty 80
Cake platesqty 80
Teaspoonsqty 80
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Pliersqty 4
Scissorsqty 4
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 12
Washing-up basinsqty 6

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Welcome sign
Directional signsqty 6
Program standsqty 4

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning cart

Catering

Groceries

Tips

Reserve both the concert venue and rehearsal space early, then schedule a site visit before the final week. Check audience seating, orchestra chairs, music stands, emergency exits, storage, and power points in person.
Allow at least 2–3 weeks to collect and check all scores and instrument parts. Put each part into a labelled folder and prepare music stand lights and spare batteries before musicians arrive.
Confirm technical requirements during the venue visit, not on concert day. Test microphones, stands, the mixing desk, speakers, extension leads, power strips, and cable mats with the person operating them.
Set a clear deadline for registrations and dietary requirements, ideally 5–7 days before the concert. This gives you time to confirm reservations, buy refreshments, chill drinks, and prepare serving equipment.
Assign volunteers to specific shifts rather than asking for general help. Cover audience arrival, tickets or wristbands, the cloakroom, musician support, catering, and the final room check at least 30 minutes before doors open.

Frequently asked questions

How far in advance should I organise an orchestra concert?: Start arranging the date, concert venue, rehearsal space, programme, and musicians at least 8–12 weeks ahead. Send invitations and publish the concert once the programme and main practical details are confirmed.
When should orchestra scores and parts be ready?: Aim to have the full set of scores and parts ready 2–3 weeks before the concert. Check every part for missing pages, unclear markings, and correct instrumentation before putting them into folders.
How many volunteers do I need for an orchestra concert?: Plan for at least 1 volunteer for musician support, 1 for the entrance and tickets, 1 for the cloakroom, and 1 for catering, with extra cover for a larger audience. Put the final volunteer schedule in writing at least 7 days before the event.
When should I prepare drinks and catering for the concert?: Buy non-perishable supplies several days in advance and prepare the shopping list after registrations close. Chill drinks on the day, and set out coffee, tea, water, glasses, cups, serving trays, and snacks shortly before the audience arrives.

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.