School concert checklist: what to arrange and when

A school concert needs more than a programme and a stage. This checklist takes you from confirming the date and venue to coordinating performers, preparing the room, and running the final rehearsal. Start with the programme, groups, rehearsal schedule, invitations, and access arrangements. In the final days, confirm the participant list, test microphones and instruments, print booklets, brief volunteers, and check that the stage, seating, cables, lighting, and refreshments are ready.

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

Confirm date and venue
2 people
Compile the concert program
3 people
Assign performing groups
3 people
Record rehearsal times
3 people
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Assign volunteers
2 people
Set access policy
2 people
Make reservations
2 people
Create technical plan
3 people
Create floor plan
2 people
Determine stage layout
3 people
Reserve microphones
2 people
Check instrument list
2 people
Design program booklet
2 people
Print program booklets
2 people
Prepare name badges
2 people
Plan performer coordination
2 people
Place catering order
2 people
Prepare decorations
3 people
Create volunteer instructions
2 people
Hold rehearsal
6 people
Create final participant list
2 people
Do the shopping
3 people
Bring materials to the hall
4 people

Event

Check the hall floor
2 people
Set up the stage
4 people
Set up chairs
5 people
Set up the entrance desk
2 people
Set up the catering table
3 people
Hang up decorations
3 people
Set up lighting
3 people
Connect the sound system
3 people
Connect microphones
2 people
Set up instruments
4 people
Perform the technical sound check
4 people
Perform lighting test
2 people
Welcome performers
3 people
Set up artist room
2 people
Review program with the host
2 people
Set out drinks for the break
3 people
Staff the entrance desk
3 people
Welcome visitors
4 people
Hand out program booklets
2 people
Lead Final Warm-Up
3 people
Open the concert
Guide the performances
4 people
Carry out stage changes
5 people
Refill drinks
2 people
Serve break snacks
4 people
Keep the break room clean
2 people
Guide second concert part
4 people
Answer audience questions
2 people
Guide the photo moment
2 people
Supervise the closing performance
5 people
Guide the audience to the exit
3 people
See off the performers
2 people
Safely shut down equipment
3 people

Aftercare

Dismantle the stage
4 people
Clear away chairs
5 people
Pack audio equipment
3 people
Pack lighting equipment
2 people
Remove decorations
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Check toilets
2 people
Return materials
4 people
Return borrowed items
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Chairsqty 180
Foldable tablesqty 12
Bar stoolsqty 6
Clothes racksqty 2
Coat hangersqty 120
Bollardsqty 8
Stage matsqty 4

Equipment

Mixer
Speakersqty 2
Stage monitorsqty 2
Wireless microphonesqty 4
Wired microphonesqty 4
Microphone standsqty 8
DI boxesqty 4
Music standsqty 12
Keyboard standsqty 2
Instrument cablesqty 12
Microphone cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Laptop
USB stickqty 2

Lighting

LED spotlightsqty 6
Light standsqty 2
Extension cordsqty 6
Flashlightsqty 4

Tableware

Reusable cupsqty 220
Coffee cupsqty 80
Tea glassesqty 40
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8
Pliersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 6
Serving plattersqty 12
Kitchen towelsqty 12

Decorations

Backdrop
Balloonsqty 120
Balloon ribbonqty 4
Paper garlandsqty 12
Tableclothsqty 12
Plantsqty 8
Program board
Directional signsqty 8
Name badgesqty 80

Cleaning

Waste binsqty 8
Vacuum cleaner
Mop setqty 2
Cleaning bucketsqty 3
Hand broomsqty 3
Dustpan and brushqty 3

Catering

Groceries

Tips

Confirm the venue, access policy, stage layout, and floor plan before sending invitations. Families need accurate arrival information, while performers and volunteers need to know where to go.
Build the programme around the actual performing groups and rehearsal times. Keep a final version on the laptop and USB stick, then print the programme booklets only after the participant list is complete.
Test every microphone, DI box, instrument cable, monitor, speaker, and power strip during the full rehearsal. Label cable routes and keep extension cords and cable trays away from walking paths.
Assign volunteers to specific jobs and times, including registration, coats, performer coordination, seating, refreshments, and room reset. Give each person written instructions before concert day.
Allow time for the parts people often leave late: dietary requirements, name badges, catering quantities, decorations, stage steps, music stands, lighting, and a torch for backstage or room checks.

Frequently asked questions

How far in advance should I organise a school concert?: Confirm the date and venue at least 8 to 12 weeks ahead. Use the following weeks to assign groups, schedule rehearsals, send invitations, process registrations, and book equipment and catering.
When should invitations for a school concert be sent?: Send invitations about 4 to 6 weeks before the concert, once the date, venue, access policy, and basic programme information are confirmed. Set a registration deadline around 10 to 14 days before the event.
How many volunteers do I need for a school concert?: Plan at least 1 volunteer for registration and guest information, 1 for performer coordination, 1 for coats or room support, and 1 for refreshments for each 75 to 100 guests. Add more if groups change during the programme.
When should the final school concert rehearsal take place?: Run the full rehearsal 1 to 3 days before the concert, including entrances, stage changes, microphones, instruments, lighting, seating, and announcements. Do a shorter equipment and room check on the concert day before guests arrive.

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.