Passion concert checklist

A Passion concert needs more than a programme and a choir. You must secure the date and venue, confirm musicians and conductor, schedule rehearsals, prepare music parts and manage registrations before concert week. This checklist also covers permits, insurance, volunteers, refreshments and the practical setup of chairs, music stands, microphones and lighting. Use it as a running plan so late jobs do not end up on the day of the performance.

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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 the concert date
2 people
Reserve venue
2 people
Compile program
3 people
Confirm musicians
2 people
Confirm Conductor
Set rehearsal dates
2 people
Send invitations
2 people
Publish publicity
2 people
Process registrations
2 people
Collect dietary requirements
Make reservations
2 people
Check permits
Check insurance
Assign volunteers
2 people
Collect music scores
2 people
Check the music parts
3 people
Have the program printed
Do the shopping
2 people
Check materials
2 people
Share route directions

Event

Open venue
2 people
Ventilate the hall
2 people
Set up tables
4 people
Set up chairs
5 people
Set up music stands
3 people
Set up the conductor's station
2 people
Set up instruments
4 people
Connect the sound system
2 people
Test microphones
2 people
Set up lighting
2 people
Hang up decorations
3 people
Set up the entrance
2 people
Lay out the programs
2 people
Set up the cloakroom
2 people
Set up coffee station
3 people
Chill drinks
2 people
Set out snacks
3 people
Test the cash register and card terminal
2 people
Open the public entrance
2 people
Welcome visitors
4 people
Check tickets
2 people
Hand out programs
2 people
Seat visitors
3 people
Staff the cloakroom
2 people
Announce the concert
Perform music
30 people
Lead the break
4 people
Serve coffee and tea
4 people
Serve snacks
3 people
Refill drinks
2 people
Answer audience questions
2 people
Register donations
2 people
Announce the closing
See visitors out
3 people
Clear out the cloakroom
2 people
Close the register
2 people

Aftercare

Tidy up instruments
4 people
Dismantle the sound system
2 people
Clear away music stands
3 people
Put furniture back
5 people
Remove decorations
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Inventory materials
2 people
Return borrowed items
2 people
Lock up the venue
2 people
Keep lost and found items
Check payments
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 10
Dressing room tablesqty 4
Stoolsqty 12
Coat racksqty 3
Stage sectionsqty 8
Lectern
Conductor's lectern

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 180
Cake platesqty 120
Coffee spoonsqty 120
Forksqty 120
Serving tongsqty 6

Equipment

Microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Amplifier
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Music standsqty 35
Desk dividersqty 35
Piano stool
Metronome

Lighting

LED spotlightsqty 6
Light standsqty 3
Battery lanternsqty 6

Decorations

Flower arrangementsqty 4
Tableclothsqty 10
Menu standsqty 6
Postersqty 12
Directional signsqty 8
Program standsqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving jugsqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Washing-up basinsqty 3

Catering

Cash register
Payment terminal
Cash box
Donation boxqty 2
Napkin holdersqty 6
Chalkboardsqty 4
Name stickersqty 100
Clothes hangersqty 180
Groceries

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 4
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8
Hand soap dispensersqty 4
Toilet brushesqty 4
First aid kit

Tips

Confirm the venue before announcing the concert date. Check whether it provides chairs, tables, stage sections, a conductor’s lectern, music stands and a piano stool, rather than assuming these are included.
Set rehearsal dates as soon as the musicians and conductor are confirmed. Collect the music scores early, check every music part and allow time to print the final programme before invitations go out.
Process registrations with a clear closing date, then collect dietary requirements before ordering refreshments. For coffee service, count cups, glasses, plates, cake plates, spoons, forks and serving tongs as separate items.
Assign volunteers with named jobs and arrival times, not just a general request for help. You need people for opening and ventilating the hall, arranging chairs and tables, setting up music stands, welcoming guests and clearing up.
Test the complete sound and lighting setup before concert day. Connect the microphones, stands, mixer, speakers, amplifier, audio cables, extension cords and power strips, secure cables with cable mats, and check that LED spotlights and light stands cover the performance area.

Frequently asked questions

How far in advance should I organise a Passion concert?: Start at least 8 to 12 weeks ahead. Confirm the date, venue, conductor and musicians first, then schedule rehearsals, check permits and insurance, and open registrations.
When should Passion concert rehearsals begin?: Set the rehearsal dates immediately after confirming the musicians and conductor, ideally 6 to 8 weeks before the performance. This leaves time to distribute scores, correct music parts and address absences.
When should I print the concert programme?: Print the programme after the repertoire and running order are final, usually 7 to 10 days before the concert. Printing earlier can leave you with incorrect details if the programme changes.
What should be checked on the day of a Passion concert?: Arrive at least 2 hours before the audience is expected. Open and ventilate the hall, arrange chairs and tables, set up music stands and sound equipment, test the microphones and speakers, and confirm that volunteers know their positions.

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