Organ Concert Checklist and Planning Guide

An organ concert needs more than a confirmed performer and a church or concert hall. You also need to lock in the repertoire, check copyright and permit requirements, manage registrations and payments, and prepare the audience area. Plan the program and venue first, then move to invitations, catering and volunteer roles. On the day, allow time for access, room checks, chair setup, reception supplies, coffee and tea, signage, and a final equipment check before guests arrive.

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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 concert date and program
2 people
Reserve the organ and concert venue
Contract organist
Confirm the repertoire and duration
2 people
Check permits and copyrights
Set the budget and admission price
2 people
Send invitations
2 people
Publish concert online
Process registrations
Collect dietary requirements
Publish program and route
Design program booklet
Print the program booklets
Assign volunteers for reception
Order catering and groceries
Check the weather forecast
Check the attendee list and payments
2 people
Do the shopping
2 people
Arrange venue keys and access
Lay out programs and name badges
2 people
Open venue
2 people
Check rooms and toilets
2 people
Set up chairs
4 people
Set up the reception table
2 people
Set up the coffee and tea station
2 people
Chill drinks
2 people
Lay out program booklets
2 people
Hang up signage
2 people
Check the organ and playing area
2 people
Set out sheet music and music stand
Test the lights and microphone
2 people
Review program and audience information
2 people
Prepare coffee and tea
2 people

Event

Staff the entrance and reception desk
2 people
Welcome visitors
3 people
Hand out program booklets
2 people
Provide drinks and welcome guests
3 people
Guide latecomers to their seats
2 people
Announce the concert
Perform an organ concert
Serve break drinks
3 people
Refill drinks
2 people
Guide visitors out at departure
2 people
Facilitate informal networking
2 people

Aftercare

Collect tableware
2 people
Pack leftover catering
2 people
Clear away chairs and tables
4 people
Remove decorations and signage
2 people
Switch off equipment
2 people
Wash dishes
3 people
Collect and remove waste
2 people
Clean the hall and entrance
3 people
Clean the restrooms
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Archive payments and receipts
Handle lost and found

What to bring

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

Furniture

Chairsqty 120
Tablesqty 6
Reception desk
Stoolsqty 4

Tableware

Coffee cupsqty 120
Glassesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 2
Cutting boardsqty 2
Kitchen knivesqty 2

Equipment

Wireless microphone
Microphone stand
Active speaker
Extension cordsqty 3
Power stripsqty 3
Music stand
Piano bench
Flashlightsqty 3

Decorations

Flower arrangementsqty 4
Tableclothqty 6
Name badgesqty 20
Adhesive tapeqty 4
Directional signsqty 8

Lighting

Standing lampsqty 4
Spare bulbsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 2
Cleaning spongesqty 6
Microfiber clothsqty 12
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Set the date, venue and program before publishing the event. Confirm the organist, repertoire and expected concert duration early, because these details affect contracts, publicity and the printed program.
Check permits, copyright and access arrangements several weeks before the concert. Confirm who holds the venue keys and what time the building can be opened, rather than leaving this to the day itself.
Close registrations and payments before the final catering order. Collect dietary requirements at the same time, then check the attendee list again before printing name badges and ordering food.
Assign reception volunteers with specific arrival times and duties. At least one person should welcome guests while another handles registrations, directions and questions about the program or seating.
Finish the room and refreshment setup before the audience arrives. Test microphones, speakers, extension cords and lighting, and prepare the coffee and tea station with cups, glasses, plates, teaspoons and serving spoons.

Frequently asked questions

How far in advance should I plan an organ concert?: Start at least 8 to 12 weeks before the concert. Set the date, reserve the venue and organ, contract the organist, confirm the repertoire, and check permits and copyright during the first 2 weeks.
When should I print the organ concert programs?: Print the program booklets after the repertoire, running time, route and practical details are final. Aim to finish printing 3 to 7 days before the concert so you still have time to correct missing names or timings.
How much coffee and tea should I prepare for an organ concert?: For a reception of up to 2 hours, plan roughly 2 cups per person, with extra hot water and tea available. Add about 10% more cups, glasses and servings if attendance is uncertain or guests are not pre-registered.
What should I check on the day of an organ concert?: Open the venue at least 90 minutes before the audience is expected. Check the rooms and toilets, arrange chairs and reception tables, place programs and signs, test sound and lighting, and confirm that volunteers and catering have arrived.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.