Organ concert checklist and planning guide

An organ concert needs more coordination than the performance itself. You need to secure the church and organist, confirm the date, manage registrations, prepare the printed programme and organise the welcome area. This checklist also covers the details people often leave too late, such as parking information, dietary requirements, lighting, heating and reception supplies. Work through the plan in order, then use the final setup tasks to prepare the venue on concert day.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve the church space
Book the organ and organist
Confirm the concert date
Compile program
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Assign volunteers
Send parking information
Record technical arrangements
2 people
Have the program printed
Make route signs
Check the shopping list
Do the shopping
2 people
Close registrations
Print the visitor list
Lay out the programs
Chill drinks
2 people
Set out coffee supplies

Event

Open venue
2 people
Check lighting and heating
2 people
Set up chairs
4 people
Set up tables for reception
2 people
Set up the entrance and coat check
2 people
Hang up route signs
2 people
Place programs at the entrance
Set up coffee and tea station
2 people
Arrange snacks on serving platters
2 people
Set out drinks
2 people
Check the organ and playing area
2 people
Review the program with the organist
2 people
Set up the registration desk
2 people
Staff the cloakroom
2 people
Welcome visitors
4 people
Process cards and donations
2 people
Hand out programs
2 people
Serve coffee and tea
2 people
Refill drinks
Close the hall doors
Announce the concert
Guide the audience during the concert
2 people
Take care of the break
3 people
Refill drinks during the break
2 people
Guide the audience to the exit
2 people
Manage coat check
2 people
Store leftovers safely
2 people

Aftercare

Clear away chairs and tables
4 people
Wash dishes
2 people
Collect waste
2 people
Clean the hall and entrance
3 people
Remove directional signs
Lock up the venue
2 people
Register lost and found items
Check materials
2 people
Return borrowed materials
2 people
Store leftover stock

What to bring

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

Furniture

Chairsqty 100
Tablesqty 6
Coat racksqty 2
Stoolsqty 4

Tableware

Coffee cupsqty 100
Water glassesqty 100
Coffee spoonsqty 100
Pastry forksqty 100
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Pouring jugsqty 4
Cutting boardsqty 2
Serving tongsqty 4

Equipment

Cash box
Payment terminal
Extension cordsqty 4
Power stripsqty 4
Music standsqty 2
Spare batteriesqty 12

Lighting

Standing lampsqty 4
LED candlesqty 20

Decorations

Flower arrangementsqty 4
Tableclothsqty 6
Program standsqty 2
Route sign holdersqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Confirm the church, organist and concert date before sending invitations. If any of these three details changes, you may need to reprint the programme and contact every registered visitor.
Close registrations before the concert and print the visitor list while there is still time to check names, dietary requirements and volunteer assignments. Keep one final copy at the entrance.
Prepare the printed programme, route signs and parking information at least several days ahead. Printing on the concert day leaves no practical margin for corrections or missing pages.
Allow enough time before doors open to check lighting and heating, arrange chairs, set up the entrance and coat check, and place tables for the reception. These jobs are easier before visitors arrive.
Start chilling drinks and laying out coffee supplies before the audience leaves the concert area. Check cups, glasses, spoons, pastry forks and serving equipment together so the reception does not stall over one missing item.

Frequently asked questions

When should I book the church and organist for an organ concert?: Aim to confirm both at least 8 to 12 weeks before the concert. You can then fix the date, prepare invitations and give the organist enough time to confirm the programme and technical arrangements.
When should organ concert registrations close?: Close registrations around 3 to 5 days before the concert. That gives you time to print the visitor list, review dietary requirements and assign volunteers without making last-minute changes.
How early should I open the church before an organ concert?: Open the venue at least 2 hours before the audience is expected. Use that time to check heating and lighting, arrange chairs, set up the entrance and coat check, and prepare the reception tables.
How many chairs and programmes do I need for an organ concert?: Prepare one chair and one programme per registered visitor, then add a small reserve of about 5 to 10 percent if space allows. Print the final visitor list after registrations close so seating and reception planning match the latest numbers.

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.