Passion Concert Checklist

A Passion concert involves more than booking performers and opening the doors. You need to secure the church or concert venue, confirm the programme, schedule rehearsals, arrange sound equipment and coordinate invitations, registrations and volunteers. Work through the plan in stages so the programme booklet, seating plan, catering and technical setup are ready before concert week. The final checks focus on performer details, dietary requirements, equipment, refreshments and the practical setup of the venue.

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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 concert program
2 people
Reserve the church or concert venue
Contract performers
2 people
Collect repertoire and texts
2 people
Set rehearsal dates
2 people
Check permits and insurance
Make reservations for technical equipment
Write promotional copy
Send invitations
2 people
Publish concert online
Hang posters
2 people
Distribute local promotion
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Finalize the program
2 people
Design program booklet
Print program booklets
Collect technical input
2 people
Create seating plan
2 people
Order catering
2 people
Send final invitation
Confirm registrations
2 people
Check performers’ contact details
Do the shopping
2 people
Gather equipment and materials
2 people

Event

Open venue
2 people
Unload equipment
3 people
Set up chairs
4 people
Set up tables for reception
2 people
Clear the stage area
3 people
Set up backdrop and decorations
2 people
Set up the sound system
3 people
Set up lighting
2 people
Set up instruments
3 people
Test microphones
2 people
Test the lighting plan
2 people
Perform the technical sound check
3 people
Run general rehearsal
8 people
Set out coffee and tea
2 people
Set up the reception table
2 people
Display program booklets
Set up entrance and wayfinding signs
2 people
Staff the reception area
4 people
Guide visitors to their seats
3 people
Open the concert
Announce the program
Support the concert
3 people
Refill drinks
2 people
Serve break drinks
4 people
Serve snacks
3 people
Handling audience questions
2 people
Check toilets periodically
Deliver the closing speech
Serve farewell drinks
3 people
See visitors out
3 people
Collect lost and found items

Aftercare

Catering breakdown
3 people
Clear away chairs and tables
4 people
Pack instruments
3 people
Take down the sound system
3 people
Dismantle lighting
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Return materials
2 people
Return equipment
2 people
Hand over keys and venue
Archive photos and files
Send thank-you message

What to bring

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

Furniture

Chairsqty 180
Tablesqty 8
Dressing room tablesqty 3
Stoolsqty 12
Clothes racksqty 2
Coat racksqty 4

Tableware

Coffee cupsqty 180
Drinking glassesqty 180
Platesqty 180
Pastry forksqty 180
Teaspoonsqty 180
Serving traysqty 12
Coffee potsqty 6
Thermos flasksqty 6

Kitchen

Kettlesqty 3
Serving jugsqty 6
Coolersqty 4
Cutting boardsqty 3
Knivesqty 6
Serving spoonsqty 8
Sugar bowlsqty 6
Milk jugsqty 6

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 8
Music standsqty 16
Piano stool
Metronome

Lighting

LED spotlightsqty 8
Light standsqty 4
Cable traysqty 12

Decorations

Stage drapesqty 4
Flower arrangementsqty 6
Tableclothsqty 8
Candlesqty 24
Candle holdersqty 12
Cable tiesqty 100

Printed materials

Program bookletsqty 200
Directional signsqty 12
Name badgesqty 30

Entrance

Cash register
Cash box
Pensqty 12
Clipboardsqty 6
Wristbandsqty 200

Cleaning

Waste binsqty 8
Broomqty 3
Litter pickersqty 2
Mop setsqty 3
Bucketsqty 4
Cleaning glovesqty 12

Groceries

Groceries

Tips

Confirm the date, venue and concert programme before sending invitations. The church or concert venue affects seating, rehearsal access, sound requirements and the information you publish.
Set rehearsal dates as soon as the performers and repertoire are confirmed. Collect repertoire and lyrics early, then allow time for the final programme to match the printed programme booklet.
Book sound equipment before the final programme is published. Check the requirements for the mixing desk, speakers, subwoofers, wireless microphones, microphone stands, DI boxes, audio cables and extension cords with the technical team.
Close registrations before ordering catering and finalising the seating plan. Use the final count to plan chairs, tables, refreshments and any dietary requirements instead of estimating at the last minute.
Treat concert week as a separate logistics phase. Confirm performer contact details, volunteer roles, venue access, equipment delivery, programme booklet printing and the shopping list several days before the performance.

Frequently asked questions

How far in advance should I plan a Passion concert?: Start planning at least 8 to 12 weeks before the concert. This gives you time to reserve the venue, contract performers, schedule rehearsals, arrange insurance and permits, and promote the event.
When should I send invitations for a Passion concert?: Send the first invitations 4 to 6 weeks before the concert, once the date, venue and main programme are confirmed. Send a final invitation or reminder about 7 days before the event, including arrival and registration details.
When should I finalise the seating plan and catering?: Close registrations around 7 days before the concert and finalise the seating plan within the next 1 to 2 days. Place or confirm the catering order after you have the attendee count and dietary requirements.
What sound equipment is needed for a Passion concert?: The requirements depend on the venue and performers, but the plan includes a mixing desk, speakers, subwoofers, wireless microphones, microphone stands, DI boxes, audio cables and extension cords. Collect technical input at least 2 weeks before the concert so missing equipment can still be reserved.

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.