String Orchestra Concert Planning Checklist

A string orchestra concert depends on more than booking musicians and a venue. You need to coordinate the lineup, conductor and soloists, set the repertoire, reserve rehearsal space, prepare audience information, and arrange the room for both performers and guests. Use the checklist to work from the early confirmations through registration, printing, shopping, venue access, stage setup, and cleanup. The final checks are especially useful on concert day, when missing stands, keys, programs, or refreshments can quickly delay the start.

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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 concert date and location
2 people
Confirm orchestra lineup
Set repertoire and program
2 people
Confirm the conductor and soloists
Send invitations
2 people
Open online registrations
Process registrations
Collect dietary requirements
Make a rehearsal space reservation
Confirm concert venue booking
Prepare the program and route description
2 people
Print programs
Distribute promotional posters
2 people
Check visitor list
Calculate catering quantities
Check the shopping list
Do the shopping
2 people
Sort programs
2 people
Store catering items safely
2 people
Lay out orchestral parts
2 people
Pick up venue keys
Open venue
2 people
Ventilate the rooms
2 people
Clean the audience area
3 people
Clean the stage floor
2 people
Set up chairs for the audience
4 people
Set up orchestra chairs
3 people
Set up music stands
3 people
Place conductor’s stand
2 people
Place the scores on music stands
3 people
Set up the instrument room
2 people
Set up the reception table
2 people
Place programs at the entrance
Set up the catering table
3 people
Chill drinks
2 people
Set up coffee and tea station
2 people
Placing parking and route signs
2 people
Check toilets
Check the lighting
2 people
Clear emergency exits
2 people
Welcome the orchestra
2 people
Unload instruments safely
4 people
Conduct a short orchestra rehearsal
20 people

Event

Open reception for attendees
4 people
Register visitors
3 people
Hand out programs
2 people
Guide visitors to their seats
3 people
Announce the concert
Perform the first concert section
20 people
Refill drinks
2 people
Serve break catering
4 people
Serve coffee and tea
2 people
Perform the second concert set
20 people
Receive audience questions
Announce evening program
Perform the evening concert
20 people
Restock drinks and snacks
3 people
Serve the artists' drink
3 people
See visitors out
3 people
Collect lost and found items

Aftercare

Pack instruments
4 people
Gather music stands
3 people
Store party tents and stands
3 people
Wash dishes
3 people
Clear catering tables
2 people
Collect waste
3 people
Stack audience chairs
4 people
Clean the venue
4 people
Clean the restrooms
2 people
Remove decorations and signage
2 people
Switch off equipment
2 people
Store leftover catering
2 people
Take Out the Waste Bins
2 people
Lock up the venue
2 people
Return keys
Return borrowed materials
2 people
Clean up leftover materials
2 people
Check Unpaid Invoices
Send visitor thank-you gifts

What to bring

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

Furniture

Audience chairsqty 100
Orchestra chairsqty 24
Catering tablesqty 4
Reception desk
Dressing room tablesqty 3
Clothes racksqty 2

Equipment

Music standsqty 24
Conductor's lectern
Piano stool
Metronomeqty 2
Music stand lightsqty 12
Extension cordsqty 6
Power stripsqty 4
Microphone stand
Handheld microphone
Bluetooth speaker

Lighting

LED work lightsqty 4
String lightsqty 3

Tableware

Water glassesqty 120
Coffee cupsqty 80
Platesqty 80
Teaspoonsqty 80
Cake platesqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving plattersqty 8
Serving tongsqty 6
Serving jugsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Ice packsqty 12

Decorations

Tableclothsqty 8
Entrance sign
Program standsqty 3
Route signsqty 6
Plantsqty 6
Changing room signsqty 3

Catering

Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 6
Trash bin labelsqty 12

Organization

Name badgesqty 30
Ballpoint pensqty 12
Clipboardsqty 4
Visitor list foldersqty 3
Wristbandsqty 120
Programsqty 120
Paper tapeqty 6
Painter's tapeqty 4
Safety pinsqty 2

Safety

Flashlightsqty 4
Conesqty 12
Emergency exit signsqty 6
Cable matsqty 6
First aid kit
Fire blanket

Instruments

Spare violin stringsqty 4
Spare viola bowsqty 2
Spare Cello String Setsqty 2
Resinqty 8
Tuning forksqty 2
Instrument standsqty 6
Piano stool

Clothing

Clothes hangersqty 60
Clothing coversqty 12

Tips

Confirm the orchestra lineup, conductor, soloists, repertoire, and concert program before opening registration. Audience information is much easier to finalize when the running order and performers are settled.
Reserve the rehearsal space and concert venue separately, then confirm access times and key collection at least 7 days before the concert. A booking without setup access can leave too little time for chairs, stands, and lighting.
Prepare the visitor list and print programs before concert day. Sort the programs at the reception desk and keep the route description ready so volunteers are not answering the same practical questions while guests arrive.
Count catering by registered guests, performers, and helpers rather than by the audience estimate alone. Check dietary requirements before shopping, and store chilled items safely until coffee, tea, cake, and water are served.
Walk through the stage and audience setup before opening the doors: orchestra chairs, music stands, conductor’s lectern, stand lights, extension cords, and power strips all need a planned position. Also test the microphone, speaker, and work lights instead of assuming they will be ready.

Frequently asked questions

How early should I start planning a string orchestra concert?: Start the main planning at least 8 to 12 weeks before the concert. Confirm the date, venue, orchestra lineup, conductor, soloists, and repertoire first; registration, promotion, printing, catering, and equipment can follow once those details are stable.
When should I open registration for a string orchestra concert?: Open online registration around 4 to 6 weeks before the concert. Close or review it 3 to 5 days beforehand so you can check the visitor list, collect dietary requirements, calculate catering quantities, and print the right number of programs.
How much rehearsal and venue setup time does a string orchestra concert need?: Allow at least 2 to 3 hours for venue setup and sound or lighting checks, followed by the scheduled rehearsal or warm-up. Collect the keys and open the venue early enough to ventilate the rooms, clean the audience area, and prepare the stage before musicians arrive.
What should I check on the day of a string orchestra concert?: Check the visitor list, programs, chairs, music stands, conductor’s lectern, piano stool, stand lights, power connections, microphone, and refreshments before doors open. A final walkthrough 60 to 90 minutes before the audience arrives gives you time to fix missing equipment or move furniture.

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