School concert checklist: what to arrange and when

A school concert needs more than a programme and a stage. You must confirm artists and escorts, check the room, collect registrations and dietary requirements, and turn technical requests into a workable setup. This checklist takes you from the first planning decisions to opening the venue, with separate tasks and equipment lists to work through. Pay particular attention to sound, cable safety, audience flow and the entrance desk on the 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 date and program
2 people
Confirm artists and escorts
2 people
Check the room and stage
2 people
Make reservations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Print the program
2 people
Create a visitor map
Gather technical requirements
2 people
Gather music files
2 people
Work out the stage layout
2 people
Order catering
2 people
Test the equipment
3 people
Check emergency exits
2 people
Check accessibility
2 people
Prepare name badges
2 people
Prepare entrance desk
2 people
Do the shopping
3 people
Store chilled products
2 people
Prepare snacks
4 people
Lay out the programs
2 people

Event

Open venue
2 people
Set up stage sections
4 people
Set up chairs
5 people
Set up catering tables
3 people
Set up sound equipment
4 people
Set up lighting equipment
3 people
Set up instruments
4 people
Hang up decorations
3 people
Set up the entrance and coat check
3 people
Set up the catering buffet
4 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Perform the technical sound check
4 people
Test the lighting plan
2 people
Welcome performers
2 people
Brief participants
3 people
Open the doors
4 people
Welcome visitors
4 people
Hand out programs
2 people
Staff the cloakroom
2 people
Open the concert
Guide the performances
3 people
Swap microphones
2 people
Keep the stage safe
2 people
Serve drinks
4 people
Serve snacks
4 people
Refill drinks
2 people
Keep the buffet clean and stocked
2 people
Announce break
Provide the break program
3 people
Guide visitors to their seats
3 people
Support the evening program
3 people
Photograph performances
Handle audience questions
Deliver the closing speech
See visitors out
4 people
Finish coat check
2 people

Aftercare

Turn off stage equipment
3 people
Store instruments safely
3 people
Clean up catering
4 people
Wash dishes
3 people
Clear away chairs and tables
5 people
Remove decorations
3 people
Collect waste
3 people
Clean the venue
4 people
Check toilets
2 people
Collect lost and found items
Inventory equipment
2 people
Lock up the venue
2 people
Return borrowed items
2 people
Clean up leftovers
2 people
Send thank-you messages
2 people

What to bring

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

Furniture

Chairsqty 320
Foldable tablesqty 12
Bar stoolsqty 6
Coat racksqty 4
Stage sectionsqty 12
Stoolsqty 10
Music standsqty 25

Tableware

Reusable drinking glassesqty 350
Coffee cupsqty 120
Small platesqty 120
Pastry platesqty 350
Cutlery setsqty 350
Serving spoonsqty 20
Small bowlsqty 25

Equipment

Mixer
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 12
Microphone standsqty 12
DI boxesqty 6
XLR cablesqty 20
Jack cablesqty 12
Extension cordsqty 12
Power stripsqty 12
Cable traysqty 20
Laptop
Music stand lightsqty 8

Lighting

LED stage lightsqty 8
LED spotlightsqty 6
Light standqty 2
Mood lightingqty 8
Spare batteriesqty 24

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 20
Serving traysqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Measuring cupsqty 4

Decorations

Backdrop clothqty 2
Balloonsqty 150
Buntingqty 12
Stage bannersqty 4
Tableclothsqty 12
Directional signsqty 10
Name badgesqty 40
Program holdersqty 6

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Mop headsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Washing-up tubsqty 4

Catering

Groceries

Tips

Lock the date and running order before sending invitations. Once registrations open, allow at least one clear deadline for replies, dietary requirements and accessibility requests.
Collect technical needs from every performer before planning the stage. Use the final information to place music stands, microphones, monitors and DI boxes, then test the full signal path rather than checking only the speakers.
Plan the room for both performance and arrival. Mark seating, the stage, the entrance desk and accessible routes on the visitor map, and keep emergency exits clear throughout setup and the concert.
Prepare printed programmes, name tags and entrance-desk materials at least one day ahead. On the event day, lay them out before doors open so volunteers are not searching for supplies while visitors arrive.
Set up power and cables before the final sound check. Use extension cords, power strips and cable trays deliberately, then test microphones, music files, stage lights and LED spotlights with the performers in position.

Frequently asked questions

How far in advance should I plan a school concert?: Start confirming the date, room and programme at least 6–8 weeks before the concert. Send invitations only after the performers, escorts and main schedule are confirmed.
When should school concert registrations close?: Close registrations 7–10 days before the concert. This leaves time to process attendance, collect dietary requirements, prepare the seating plan and print the right number of programmes.
How long before a school concert should the sound check start?: Allow at least 90 minutes for the technical setup and sound check, plus extra time if several performers use different microphones or music files. Keep the performers available during the final test.
What should be checked before opening the venue for a school concert?: Check emergency exits, accessible routes, seating, the entrance desk, stage sections, cables, lighting and refreshments before doors open. Finish this walk-through at least 30 minutes before the first visitors 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.