Sing-Along Concert Checklist

A sing-along concert needs more than performers and a playlist. You need the repertoire, checked lyrics, working microphones, visible songbooks or projected lyrics, and a clear route from admission to seating. Plan capacity before accepting registrations, collect dietary requirements early, and give performers their technical information in time. This checklist takes you from confirming the date and venue to testing the equipment and opening the doors.

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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 location
Book performers and musicians
2 people
Compile the repertoire
3 people
Check the lyrics
2 people
Gather music files
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Make reservations
Check permits
Send performer information
Create the final run sheet
2 people
Record technical requirements
2 people
Determine audience capacity
Determine the Entrance Route
Assign volunteers
2 people
Prepare admission tickets
2 people
Lay out songbooklets
2 people
Print songbooks
2 people
Check the shopping list
Do the shopping
3 people
Collect materials
2 people
Test the equipment
3 people
Lay out song lyrics
2 people

Event

Open venue
2 people
Clear the loading and unloading area
2 people
Mark the stage and audience area
2 people
Set up tables
3 people
Set up chairs
4 people
Set up stage sections
4 people
Set up microphones
2 people
Connect speakers
2 people
Connect the projector
2 people
Hang lighting
2 people
Hang up decorations
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Prepare snacks
3 people
Set out tableware
2 people
Hand out songbooks
2 people
Signpost the entrance
2 people
Perform the technical sound check
3 people
Welcome performers
2 people
Have the performers do a sound check
3 people
Welcome the audience
4 people
Check tickets
3 people
Announce the program
Support the first concert block
3 people
Serve break drinks
4 people
Refill drinks
2 people
Refill snacks
2 people
Support the second concert block
3 people
Set up evening buffet
4 people
Serve the evening buffet
5 people
Support the third concert block
3 people
Guide the audience to the exit
3 people
Taper off drinks
2 people
Check out artists
2 people

Aftercare

Switch off equipment
2 people
Dismantle the stage
4 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Pack materials
2 people
Return equipment
2 people
Store leftover groceries
2 people
Remove decorations
2 people
Register lost and found items
Send thank-you messages

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Chairsqty 120
Tablesqty 12
Foldable tablesqty 4
Bar stoolsqty 6
Clothes racksqty 2
Waste binsqty 8

Equipment

Active speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Monitor speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Music standsqty 8
Headphonesqty 2
Spare fusesqty 10
Cable tiesqty 100
Spare AA batteriesqty 24
AAA spare batteriesqty 24

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lanternsqty 6
Spare batteriesqty 24

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Small bowlsqty 16
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Knivesqty 8
Serving spoonsqty 8
Serving utensilsqty 12

Decorations

Bannersqty 4
Balloonsqty 100
Tableclothsqty 12
Stage drapesqty 4
Directional signsqty 8
Name badgesqty 30

Catering

Songbooksqty 130
Admission ticketsqty 130
Groceries

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Spongesqty 12
Rubber glovesqty 12
Toilet brushesqty 4
Paper towelsqty 8

Tips

Set the audience capacity before sending invitations. That number affects registrations, admission tickets, seating, songbook printing, refreshments, and the number of volunteers needed at the entrance.
Finish the repertoire and check every lyric before printing songbooks or laying out projected lyrics. Allow at least one review pass for spelling, repeated verses, and the running order.
Send performers the final technical information before the event day. Include microphone needs, monitor speakers, DI boxes, music files, stage steps, and the time they must arrive.
Test the full sound and projection setup in the venue, not just each item separately. Check the mixer, active speakers, wireless microphones, laptop, projector, extension cords, and power strips with the actual song files.
Open the venue with the entrance route, tickets, songbooks, chairs, and volunteer positions already in place. Keep gaffer tape, spare batteries, and a few extra songbooks available for last-minute fixes.

Frequently asked questions

How far in advance should I organize a sing-along concert?: Start at least 8 to 12 weeks before the concert. Confirm the date and venue first, then book performers, compile the repertoire, check permits, send invitations, and process registrations.
How many songs should a sing-along concert include?: Plan about 12 to 18 songs for a 90-minute program, including short introductions and one brief break if needed. Finalize the running order before printing songbooks or preparing projected lyrics.
How many volunteers do I need for a sing-along concert?: For a small event, assign at least 3 volunteers: one at admission, one helping with seating and songbooks, and one supporting performers or refreshments. Add one volunteer for every additional 50 to 75 guests if the venue has multiple entrances or sections.
When should I test the sound and projection equipment?: Complete a full technical test at least 2 to 3 hours before doors open. Test the microphones, mixer, speakers, monitor speakers, laptop, projector, lyrics, music files, power connections, and backup batteries together.

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