Theatre concert checklist: what to arrange and when

A theatre concert needs more than artists and a room. You also need a workable programme, rehearsal dates, ticketing, technical equipment, audience information and a clear running order. Start with the venue, permits and artist bookings, then move to sales and promotion before confirming catering and volunteers. In the final week, check the floor plan, emergency exits, equipment, transport and refreshments so the concert can run without last-minute decisions.

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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 the date and room
Check permits
Book artists
2 people
Compile program
2 people
Plan rehearsal dates
2 people
Gather technical requirements
2 people
Set ticket price
2 people
Open ticket sales
2 people
Send invitations
2 people
Publish promotion
2 people
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Book catering
Reserve equipment
Arrange artist transport
Print the run sheet
Assign volunteers
2 people
Create floor plan
2 people
Check emergency exits
2 people
Send audience information
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out the programs
2 people
Open hall
2 people
Check the stage
2 people
Set up chairs
5 people
Set up tables
3 people
Set up the cloakroom
2 people
Set up the entrance
2 people
Light the stage
2 people
Set up instruments
4 people
Connect the sound system
3 people
Test microphones
2 people
Perform sound check
3 people
Perform a lighting check
2 people
Welcome performers
2 people
Set up the artist dressing room
2 people
Set up catering
3 people
Make coffee and tea
2 people
Brief entrance staff
2 people

Event

Welcome the audience
4 people
Check tickets
3 people
Staff the cloakroom
2 people
Hand out programs
2 people
Serve coffee and tea
3 people
Open the concert
Guide the first concert segment
3 people
Serve break drinks
5 people
Serve snacks
4 people
Refill drinks
2 people
Guide second concert part
3 people
Thank the performers
2 people
Guide the audience to the exit
3 people
Open the evening program
Assist the evening concert
3 people
Refill drinks
2 people
Take care of the break
5 people
Guide the final applause
2 people
Handle the cloakroom
2 people
See off the artists
2 people

Aftercare

Disconnect instruments
4 people
Dismantle audio equipment
3 people
Dismantle lighting equipment
2 people
Clear away chairs and tables
5 people
Chill leftover catering
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Check toilets
2 people
Clear the cloakroom
2 people
Lock up the venue
2 people
Return materials
2 people
Store unused groceries
2 people
Register lost and found items

What to bring

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

Furniture

Chairsqty 170
Foldable tablesqty 12
High tablesqty 6
Coat racksqty 4
Clothes hangersqty 180
Bar stoolsqty 8

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 100
Platesqty 180
Pastry forksqty 180
Coffee spoonsqty 120
Serving traysqty 12

Equipment

Microphonesqty 6
Microphone standsqty 6
Speakersqty 4
Mixing console
DI boxesqty 4
Monitor speakersqty 2
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Music standsqty 12
Piano stool
Gaffer tapeqty 6

Lighting

Stage spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
Spare flashlightsqty 8

Decorations

Stage drapesqty 4
Plantsqty 8
Tableclothsqty 12
Menu Card Holdersqty 12
Poster tubesqty 4

Entrance

Ticket box
Wristbandsqty 180
Payment terminalqty 2
Cash box
Programsqty 180
Pensqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Small bowlsqty 24
Corkscrewsqty 3
Bottle openersqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Waste binsqty 8

Catering

Groceries

Tips

Book the room and artists before publishing a date, then allow time to compile the programme and agree rehearsal dates. A rehearsal schedule made at least 2–4 weeks ahead gives performers and technicians a fixed plan.
Confirm the technical requirements with every artist before reserving equipment. Check microphones, stands, speakers, mixing console, DI boxes, monitors, cables, power strips and stage lighting against the room layout.
Open ticket sales only after the programme, ticket price and basic audience information are settled. Process registrations as they arrive and collect dietary requirements early enough to give the caterer a final count.
Create the floor plan before assigning volunteers. Mark chairs, tables, coat racks, bar areas, music stands, the piano stool, cable routes and emergency exits so setup does not block access.
Print the run sheet and send audience information before the concert day. Chill drinks, prepare snacks and lay out programmes after the room and technical setup are checked, not several hours in advance if they need to stay fresh.

Frequently asked questions

How far in advance should I organise a theatre concert?: Start booking the room and artists at least 8–12 weeks before the concert. Use the following weeks for the programme, rehearsals, ticket sales, promotion, catering and technical planning.
When should ticket sales open for a theatre concert?: Open sales once the date, venue, programme and ticket price are confirmed, preferably 4–8 weeks before the concert. Keep registrations updated so catering and seating numbers remain reliable.
When should I check the technical equipment for a theatre concert?: Gather the artists’ technical requirements at least 3–4 weeks beforehand and confirm the equipment list one week before the event. Test microphones, speakers, monitors, cables, power and lighting during setup before the audience arrives.
When should I prepare the room and refreshments?: Create the floor plan and assign volunteers several days before the concert, then complete the room setup on the day. Chill drinks and prepare snacks after the technical check, usually 2–4 hours before doors open.

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