String concert checklist and planning timeline

A string concert needs more than a confirmed date and a program. You also need time for musicians to rehearse, parts to arrive, audience registrations to be processed, and the venue to be set up without rushing. This checklist takes you from booking the hall through printing programs, arranging refreshments, checking equipment, and opening the doors. Use it to see what to arrange first and which small details are easiest to leave until the last minute.

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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

Reserve venue
Set the concert date
2 people
Compile program
2 people
Confirm musicians
2 people
Order repertoire and parts
Reserve rehearsal space
Draft invitations
2 people
Send invitations
2 people
Publish concert online
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Send parking information
Finalize the program
2 people
Design program booklet
Print program booklets
2 people
Book catering
Check the shopping list
2 people
Do the shopping
2 people
Collect instruments and parts
3 people
Pick up venue keys
Open hall
2 people
Check toilets
Set up entrance and wayfinding signs
2 people
Set up chairs for the audience
4 people
Clear the stage area
3 people
Set up the musicians' arrangement
3 people
Set up music stands
3 people
Set up chairs for musicians
3 people
Place conductor’s stand
2 people
Check the lighting
2 people
Test sound system
2 people
Tune instruments
4 people
Place the scores on music stands
3 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Lay out program booklets
2 people

Event

Staff the entrance desk
2 people
Welcome visitors
3 people
Hand out programs
2 people
Manage the cloakroom
2 people
Escort audience to the hall
3 people
Open the concert
Run the concert program
15 people
Serve break drinks
4 people
Serve snacks
3 people
Refill drinks
2 people
Seat the hall again
3 people
Perform the second concert set
15 people
Guide the audience to the exit
3 people
Host the post-event gathering
4 people
Refill drinks
2 people
Clear away dishes
3 people
See off the musicians
2 people

Aftercare

Pack instruments
4 people
Gather music stands
3 people
Take down chairs and tables
4 people
Clean up catering
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
4 people
Clean the restrooms
2 people
Dismantle the sound system
2 people
Check materials
2 people
Return borrowed items
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Audience chairsqty 120
Musician chairsqty 20
Foldable tablesqty 8
Coat racksqty 3
Clothes hangersqty 120
Conductor's lectern
Music standsqty 18

Tableware

Coffee cupsqty 120
Water glassesqty 120
Cake platesqty 120
Coffee spoonsqty 120
Cake forksqty 120
Serving traysqty 8
Water carafesqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Small bowlsqty 12
Waste binsqty 6

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Lighting

Standing lampsqty 4
Light cablesqty 4

Decorations

Concert postersqty 12
Tableclothsqty 8
Flower arrangementsqty 4

Cleaning

Broomqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Book the venue before confirming the concert date publicly. Check access times, key collection, toilets, audience seating, coat storage, and available power points in the same conversation.
Confirm the musicians and order the repertoire and parts early enough to allow for delivery and rehearsal. Set a clear deadline for receiving missing parts rather than waiting until the final rehearsal.
Keep registrations, dietary requirements, parking information, and volunteer shifts in one working list. Send parking details before the concert and give volunteers a start time that allows the hall to be opened and checked first.
Treat the program booklet as a separate production task: finalize the program before printing, then allow time to check names, running order, acknowledgements, and the number of copies needed.
Create an event-day setup sequence around the audience and musicians. Put out chairs, music stands, the conductor’s lectern, signs, coat racks, and refreshments only after checking the room layout, toilets, sound equipment, extension cords, and power strips.

Frequently asked questions

How far in advance should I plan a string concert?: Start booking the venue and setting the concert date at least 8 to 12 weeks ahead. That gives you time to confirm musicians, order music parts, reserve rehearsal space, invite the audience, and arrange catering.
When should I send invitations for a string concert?: Send invitations around 4 to 6 weeks before the concert, once the date, venue, and basic program details are confirmed. Set a registration deadline about 7 to 10 days before the event so you can plan chairs, programs, refreshments, and dietary requests.
How many chairs and program booklets do I need?: Prepare one audience chair and one program booklet per registered guest, then add roughly 5 to 10 percent spare copies and seats. Keep separate seating for musicians and confirm the final count after registrations close.
What should be checked on the day of a string concert?: Allow at least 2 hours before the audience arrives to collect keys, open the hall, check toilets, arrange chairs and signs, set up music stands, and test microphones, speakers, the mixer, cables, and power strips. Keep gaffer tape available for securing loose cables.

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.