Organ concert checklist and planning guide

An organ concert depends on more than booking an organist and opening the church doors. You need time for the program, repertoire rights, invitations, registrations, volunteer shifts, catering, and the practical details the organist needs before arrival. This checklist takes you from choosing the date to setting up chairs, signs, refreshments, and printed programs on the day itself. Use it to keep decisions in the right order and avoid last-minute gaps.

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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 the concert date
2 people
Contract organist
2 people
Reserve the church space
Compile program
2 people
Check the repertoire and rights
Write concert text
Draft invitations
2 people
Send invitations
2 people
Publish concert online
Distribute posters
3 people
Process registrations
Collect dietary requirements
Confirm reservations
Schedule volunteers
Order catering
Send practical information to the organist
Check technical requirements
2 people
Check the weather forecast
Do the shopping
2 people
Print program booklets
2 people
Prepare name badges
Print the registration list

Event

Open venue
2 people
Check rooms and toilets
2 people
Set up chairs
4 people
Set up tables for reception
2 people
Set up the reception table
2 people
Set up the catering area
2 people
Connect the coffee machine
Chill drinks
2 people
Lay out program booklets
2 people
Hang up signage
2 people
Check candles and lighting
2 people
Check the organ and playing area
2 people
Welcome the organist
Review the program with the organist
2 people
Perform organ test
2 people
Set out drinks for the break
2 people
Staff entrance and coat check
3 people
Welcome visitors
3 people
Hand out program booklets
2 people
Guide latecomers
Announce the concert
Guide the first concert segment
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Guide second concert part
2 people
Give the closing speech
Guide visitors to the exit
2 people
Handle the cloakroom
2 people
See the organist off

Aftercare

Cover leftover catering
2 people
Collect tableware
3 people
Sort waste
2 people
Clear tables
2 people
Put the chairs back
4 people
Wash dishes
3 people
Clean the coffee machine
Clean the church hall
3 people
Clean the restrooms
2 people
Remove decorations
2 people
Switch off equipment
2 people
Check doors and windows
2 people
Return keys
Return materials
2 people
Archive photos and files
Send thank-you message
Register lost and found items

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 4
Coat racksqty 2
Changing room chairsqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Dessert platesqty 120
Pastry forksqty 120
Teaspoonsqty 120

Kitchen

Coffee potsqty 4
Thermos flasksqty 4
Serving plattersqty 8
Serving utensilsqty 8
traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3
Music standsqty 2
Flashlightsqty 3
Cash boxesqty 2
Calculatorsqty 2

Lighting

LED lampsqty 6
Electric candlesqty 20

Decorations

Flower arrangementsqty 4
Tableclothsqty 4
Information boardsqty 4
Directional signsqty 8
Photo framesqty 4
Name badgesqty 30
Pensqty 20
Adhesive stripsqty 4
Clear tapeqty 4
Scissorsqty 4
Clipboardsqty 4
Program boardsqty 2

Catering

Groceries

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Mopsqty 2
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 4

Tips

Set the date only after checking the church space and the organist’s availability. Reserve the venue and contract the organist early, then allow time to compile the program and confirm repertoire and rights.
Send practical information to the organist before the concert, including arrival time, access, technical requirements, music stands, lighting, and any rehearsal arrangements. Confirm these details at least one week before the event.
Keep registrations, dietary requirements, and volunteer scheduling together. Print the registration list and prepare name badges shortly before the concert, when cancellations and late additions are known.
Plan the refreshments around the serving setup, not just the groceries. Check that you have coffee cups, water glasses, dessert plates, pastry forks, teaspoons, coffee pots, thermos flasks, trays, serving utensils, and enough tables.
Treat the final week as a confirmation period: check the weather forecast, confirm reservations, verify catering, print program booklets, and make sure directional signs, information boards, extension cords, power strips, LED lamps, and flashlights are ready.

Frequently asked questions

How far in advance should I book an organist for a concert?: Aim to contract the organist at least 3 to 6 months before the concert. This gives you time to reserve the church, agree on the repertoire, check rights, and publish accurate invitations.
When should I send invitations for an organ concert?: Send the main invitations about 4 to 6 weeks before the concert. Publish the event online and distribute posters at the same time, then send practical information and reservation confirmations during the final 1 to 2 weeks.
How many volunteers do I need for an organ concert?: Plan for at least 4 roles: one person to open and check the venue, two people for registration and audience guidance, and one person for refreshments. Add volunteers if the church has several entrances or separate rooms.
When should I print the organ concert programs?: Print the program booklets 3 to 7 days before the concert, after the repertoire and concert text are final. Keep a small supply of blank paper or spare copies for late changes and unexpected guests.

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.