School concert checklist: what to arrange and when

A school concert needs more than a programme and a stage. This checklist takes you from booking the hall and rehearsal space to confirming performers, planning the running order and preparing the technical setup. It also covers details that are often left too late, such as dietary requirements, emergency contacts, parking information and printed documents. Use the plan to assign responsibilities early and give the production team a clear schedule for concert day.

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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
Reserve the room
Reserve rehearsal space
Compile program
3 people
Register performing students
2 people
Arrange teacher supervision
2 people
Design invitations
2 people
Send invitations
2 people
Open registrations
Collect music pieces
2 people
Arrange performances and times
3 people
Collect dietary requirements
Process registrations
2 people
Finalize the program
3 people
Print programs
2 people
Make name badges
2 people
Assign volunteers
2 people
Order catering
Reserve audio equipment
Check instrument list
2 people
Send traffic and parking information
Collect emergency contacts
Work out the stage layout
2 people
Print technical running order
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
3 people
Prepare materials
3 people
Clear the hall floor
4 people
Set up chairs
5 people
Set up tables
3 people
Set up stage sections
4 people
Set up sound equipment
3 people
Connect microphones
2 people
Set up instruments
4 people
Hang lighting
2 people
Hang decorations
3 people
Set up the cloakroom
2 people
Build the catering buffet
3 people
Set up registration desk
2 people
Lay out the programs
2 people
Test the equipment
3 people
Tune instruments
3 people
Review performances
5 people

Event

Open the doors
3 people
Register visitors
4 people
Staff the cloakroom
2 people
Direct visitors to their seats
3 people
Give the opening speech
Run the concert program
15 people
Announce performances
Coordinate stage changes
3 people
Adjust sound level
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Announce break
Deliver the closing speech
See visitors out
3 people
Manage coat check
2 people

Aftercare

Store the instruments safely
4 people
Tear down audio equipment
3 people
Remove lighting
2 people
Remove decorations
3 people
Take down chairs
4 people
Take down tables
3 people
Wash dishes
3 people
Pack leftover food
2 people
Collect waste
3 people
Clean the room
4 people
Check toilets
2 people
Put furniture back
4 people
Inventory materials
2 people
Return borrowed items
2 people
Pack return materials
2 people
Collect lost property

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Stage sectionsqty 6
Coat racksqty 3
High tablesqty 6
Stoolsqty 8
Storage boxesqty 10
Coat racksqty 3

Equipment

Mixer
Active speakersqty 2
Stage monitorsqty 2
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 4
XLR cablesqty 8
Jack cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Laptop
Music standsqty 20
Piano stool
Guitar amplifiersqty 2
Keyboard standsqty 2
Spare microphone
Music player
Reserve Laptop Charger
Measuring tape
Cable reelsqty 3
Gaffer tapeqty 6
Toolbox
Spare fuses
Printer paperqty 2
Label printer
USB sticksqty 3

Lighting

LED stage lightsqty 6
String lightsqty 4
Battery lanternsqty 6
Extendable work lightsqty 2

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Paper garlandsqty 8
Backdrop cloth
Tapeqty 6
Cable tiesqty 100
Welcome sign
Directional signsqty 8
Tableclothsqty 12
Plantersqty 4
Photo backdrop
Decorative clothsqty 6

Tableware

Reusable glassesqty 220
Coffee cupsqty 80
Platesqty 220
Forksqty 220
Napkin holdersqty 8
Serving plattersqty 12
Pitchersqty 6
Coffee spoonsqty 80
Cake serversqty 3
Bread basketsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Thermos flasksqty 4
Ice packsqty 20
Cutting knivesqty 6
Serving plattersqty 12
Measuring cupsqty 2
Washing-up bowlsqty 3

Catering

Groceries
Drink dispensersqty 4
Cooler labelsqty 12
Allergen cardsqty 20
Buffet platesqty 8
Drink cratesqty 8
Serving spoonsqty 8
Food containersqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 3
Bucketsqty 3
Floor squeegee
Cleaning cart
Waste binsqty 8
Waste sorting binsqty 3

Tips

Set the concert date and reserve both the hall and rehearsal space before inviting performers. Keep at least one full rehearsal slot free in the final week for checking the running order and stage layout.
Close performer registrations before you finalise the programme. Allow time to collect music, confirm each performance length and leave short changeover gaps between acts.
Check the equipment list against the stage plan, not just the number of performers. Test the mixing desk, active speakers, microphones, monitors, DI boxes, cables and power supplies during a rehearsal.
Send parking and traffic information with the invitations or registration confirmation, then collect emergency contacts and dietary requirements before catering is ordered. Waiting until concert week can leave gaps you cannot easily fix.
Print the technical running sheet, programmes and name badges before the final setup day. Pack cable trays, cable ties, extension cords and power strips with the audio equipment so cables can be secured safely from the start.

Frequently asked questions

How far in advance should I book a school concert hall?: Book the hall and rehearsal space as soon as the concert date is agreed, preferably at least 8 to 12 weeks beforehand. This gives you time to confirm availability, plan the stage and arrange technical support.
When should school concert registrations close?: Close registrations at least 3 to 4 weeks before the concert. You need that time to collect music, confirm performer details, build the running order and process dietary requirements.
How many microphones and speakers do we need for a school concert?: The number depends on the programme and stage layout, so confirm it during a technical rehearsal rather than estimating from the audience size. Check microphones, stands, active speakers, monitors, cables and power strips at least 7 days before the concert.
When should the school concert programme be printed?: Finalise the programme about 1 week before the concert, after performance times and names are confirmed. Print the programmes and name badges before setup day so volunteers are not handling admin during doors-open time.

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