Spring concert checklist and organising plan

A spring concert involves more than choosing music and opening the doors. You need to confirm the venue, coordinate participating groups, prepare scores and programme booklets, manage audience registrations, and organise refreshments. This checklist puts the work in a practical order, from the first booking decisions to the entrance desk and coffee station. It also helps you catch details that are easy to leave until the last day, such as dietary products, parking information, cables and music stands.

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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
2 people
Compile program
3 people
Confirm participating groups
2 people
Set the repertoire and order
3 people
Inform conductors
Design invitations
2 people
Send invitations
2 people
Process audience registrations
2 people
Collect dietary requirements
Register reservations
2 people
Collect music scores
2 people
Copy music scores
2 people
Design program booklet
2 people
Print program booklets
2 people
Send performer information
Publish parking information
Order catering
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set aside dietary products
2 people
Prepare the coffee and tea station
2 people
Prepare entrance desk
2 people
Set up the cash register and change
2 people
Brief volunteers
2 people
Check emergency exits
2 people
Check toilets
2 people
Ventilate the hall
Clear the hall floor
3 people
Clear the stage area
3 people
Set up tables
4 people
Set up chairs
5 people
Set up music stands
3 people
Set up the conductor's podium
2 people
Set up instruments
5 people
Set up a break area for musicians
2 people
Connect sound equipment
2 people
Test microphones
2 people
Check the lighting
2 people
Hang up decorations
3 people
Place information signs
2 people
Place waste bins
2 people
Set up the changing area
2 people

Event

Welcome performers
2 people
Unload instruments
4 people
Do the final sound check
3 people
Welcome the audience
3 people
Check tickets
2 people
Hand out program booklets
2 people
Manage the cloakroom
2 people
Open the concert
Assist musicians
2 people
Guide the performances
2 people
Announce break
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect used dishes
2 people
Answer audience questions
2 people
Register donations
Remove waste regularly
2 people
Deliver the closing speech
See the audience out
3 people

Aftercare

Pack instruments safely
5 people
Turn off the sound equipment
2 people
Check the equipment
2 people
Clear away music stands
3 people
Clear away chairs
4 people
Clear tables
3 people
Remove decorations
3 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean the room
4 people
Clean the restrooms
2 people
Collect waste
3 people
Collect lost and found items
Close the register
2 people
Count inventory
2 people
Return materials
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 10
Bar stoolsqty 4
Coat racksqty 2
Dressing room tablesqty 2
Conductor's podium
Musician chairsqty 45

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 120
Serving spoonsqty 12
Serving traysqty 8
Water jugsqty 10

Equipment

Music standsqty 50
Desk lampsqty 20
Microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 2
DI boxesqty 2
Metronomesqty 2
Instrument standsqty 12
Instrument cratesqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice packsqty 12
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Measuring cupsqty 2
Tea towelsqty 12

Decorations

Flower arrangementsqty 6
Tableclothsqty 10
Stage drapesqty 2
Wayfinding signsqty 6
Program board

Lighting

Standing lampsqty 4
Mood lightingqty 4
Batteriesqty 24

Cleaning

Waste binsqty 8
Trash bag holdersqty 4
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the date and location before contacting performers or sending invitations. Once the venue is fixed, check seating, dressing-room space, conductor’s podium, musician chairs and coat racks against the expected audience and groups.
Set the programme and repertoire before copying scores or printing booklets. Allow time to confirm the running order with conductors and participating groups, then send performer information early enough for musicians to prepare.
Close audience registrations with a clear deadline, then collect dietary requirements and reservations in one overview. Use the final numbers to order catering, check plates, glasses, pastry forks and serving trays, and set aside dietary products separately.
Test the sound and power setup before concert day, including microphones, stands, mixer, speakers, DI boxes, extension cords, power strips and cable reels. Do not wait until doors open to discover that a cable is missing or a music stand needs a desk lamp.
Plan the final setup as a timed run-through: chill drinks, prepare snacks, set up coffee and tea, arrange the entrance desk, and prepare the cash register and change. Keep water jugs, cups and glasses ready, and assign one person to monitor refreshments while the concert is running.

Frequently asked questions

How far in advance should I organise a spring concert?: Start at least 8 to 12 weeks before the concert. Confirm the date, location, participating groups and programme first; send invitations and open registrations only after those details are stable.
When should I send spring concert invitations?: Send invitations around 4 to 6 weeks before the concert, with a registration deadline about 7 to 10 days before it. That leaves time to confirm reservations, dietary requirements and catering quantities.
How many drinks should I prepare for a spring concert?: For a concert lasting around 2 hours, plan roughly 2 drinks per audience member if refreshments are served before or after the performance. Add coffee and tea supplies separately, and keep extra water available for performers and conductors.
When should I print the concert programme booklets?: Print the booklets 3 to 5 days before the concert, after the repertoire, order and performer information are final. Keep a small buffer for corrected pages and prepare enough copies for registered guests plus about 5 to 10 percent extra.

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.