Orchestra concert checklist and planning guide

An orchestra concert involves more than booking musicians and opening ticket sales. You need to coordinate the venue, repertoire, orchestra parts, seating, technical equipment, audience access and refreshments on a clear schedule. This checklist helps you work from the first confirmations to the final setup, including details that are often left until the last day. Use it to track responsibilities, prepare printed materials and make sure the audience and performers can move through the venue without delays.

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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 location
Confirm the orchestra and conductor
Set program and repertoire
2 people
Send invitations
2 people
Open ticket sales
Post promotion online
2 people
Distribute posters
3 people
Process registrations
Collect dietary requirements
Check reservations
Order catering
Assign volunteers
Have program brochures printed
Prepare admission tickets
2 people
Collect the orchestra parts
2 people
Create hall floor plan
2 people
Determine audience flow
2 people
Check technical supplies
2 people
Reserve chairs and lecterns
Distribute parking information
Check the weather forecast
Do the shopping
2 people
Lay out program brochures
2 people
Print the registration list
Prepare catering
3 people

Event

Open venue
2 people
Check the hall and foyers
3 people
Set up chairs for the orchestra
4 people
Place lecterns
3 people
Set up the conductor's station
2 people
Set up audience seating
4 people
Set up lighting
2 people
Tape down cables securely
2 people
Set up the entrance desk
2 people
Set up the cloakroom
2 people
Lay out program brochures
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Display snacks
2 people
Welcome the orchestra
2 people
Position instruments safely
3 people
Carry out sound and lighting check
3 people
Open the doors
4 people
Welcome visitors
4 people
Check tickets
2 people
Hand out program brochures
2 people
Manage the cloakroom
2 people
Announce the concert
Guide the first concert segment
2 people
Refill drinks
2 people
Restock break buffet
2 people
Serve break drinks
4 people
Check the hall again
2 people
Guide second concert part
2 people
Direct audience questions
Serve farewell drinks
3 people
Finish coat check
2 people
Supervise instrument handout
3 people
Collect empty glasses
2 people
Empty trash bins
2 people
See the orchestra off
2 people
Lock up the hall
2 people

Aftercare

Switch off equipment
2 people
Remove decorations
3 people
Clear audience chairs
4 people
Clear away orchestra chairs
3 people
Clear the lecterns
3 people
Wash dishes
3 people
Clean the bar and buffet
2 people
Clean the room
4 people
Clean the restrooms
2 people
Dispose of waste separately
2 people
Check borrowed materials
2 people
Return materials
2 people
Collect lost property
Send visitor thank-you gifts

What to bring

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

Furniture

Audience chairsqty 180
Orchestra chairsqty 80
Foldable tablesqty 8
Stoolsqty 4
Coat racksqty 3
Clothes hangersqty 200

Equipment

Music standsqty 45
Conductor's lectern
Piano stool
Microphonesqty 3
Microphone standsqty 3
Mixer
Active speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8
Gaffer tapeqty 6

Lighting

Stage lightsqty 6
Atmosphere lightsqty 8
Batteriesqty 24

Tableware

Wine glassesqty 120
Water glassesqty 120
Coffee cupsqty 80
Platesqty 100
Pastry forksqty 100
Coffee spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Scissorsqty 4
Bottle openersqty 4

Decorations

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

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the venue, orchestra and conductor before promoting the concert. Once the date, room layout and repertoire are fixed, you can open ticket sales and publish accurate parking and arrival information.
Prepare the hall layout at least one week before the concert. Mark audience seating, orchestra chairs, music stands, the conductor’s position, registration tables, catering and clear routes to entrances and exits.
Check technical equipment during a rehearsal or soundcheck, not just on the concert day. Test microphones, speakers, the mixer, power connections and cable routes, then secure cables with cable mats or gaffer tape.
Collect dietary requirements when people register and give the caterer a final number several days before the concert. Also check that you have enough glasses, cups, plates and serving equipment for the expected audience and performers.
Print and pack the practical documents before the final day: programme folders, tickets, registration lists, parking information and orchestra parts. Keep a separate set for the entrance desk, stage team and conductor so nobody has to search during setup.

Frequently asked questions

How early should I start planning an orchestra concert?: Start at least 8 to 12 weeks before the concert. Confirm the date, venue, orchestra, conductor and repertoire first; ticketing and promotion should follow once those details are stable.
When should orchestra concert tickets go on sale?: Open ticket sales 6 to 8 weeks before the performance if the date, venue and programme are confirmed. Keep the final audience count updated so seating, registration and catering can be adjusted before the event.
When should I prepare the orchestra seating and music stands?: Create the hall plan 1 to 2 weeks in advance and reserve the required chairs and stands at the same time. Set them out and check the spacing during the final setup or rehearsal, preferably at least 3 hours before doors open.
How long before an orchestra concert should the venue be ready?: Allow at least 3 hours for setup, including chairs, stands, lighting, sound, registration and catering. Add extra time if the piano, microphones or audience seating must be moved and tested on the day.

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.