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How to Plan and Execute an Unforgettable Music Concert

How-to checklist to put on a fabulous music concert! Are you ready to organize a music concert that will leave a lasting impression on your audience? Look no further! In this article, we will provide...

How-to checklist to put on a fabulous music concert! How-to checklist to put on a fabulous music concert!

Are you ready to organize a music concert that will leave a lasting impression on your audience? Look no further! In this article, we will provide you with a comprehensive checklist and expert tips to make your concert a resounding success.

When to Begin Teaching the Music

Before diving into the logistics, it's crucial to determine the timeline for teaching the music. According to a recent poll, Early to mid-October (8 or more weeks out) is the most preferred time for Semester I concerts, while for Semester II, starting in early March is the recommended timeframe. Remember, giving your students ample time to learn and memorize the music is essential for a flawless performance.

Checklist for a Fabulous Concert


  • Choosing the music: How to make the right selection that suits your concert?
  • When to begin learning the music: Aim to have the music memorized at least a week before the concert.

Physical location

  • Risers
  • Chairs
  • Piano
  • Decorations


  • Theme or Random songs: Decide whether your program will have a specific theme or include a mix of random songs.
  • Number of songs: Calculate the duration of each song and plan accordingly. A typical concert lasts around 45 minutes.
  • Binder: Keep your music and notes organized in a binder for easy reference in future concerts.
  • Transitions: Consider incorporating transition performances like piano solos, background music, or audience sing-alongs.
  • Sound system: Adapt the sound system to the unique requirements of your school.

Student logistics

  • Waiting areas for students before and after performances.
  • Riser etiquette and spacing between students.
  • Plan riser spots in advance to avoid confusion during rehearsal.
  • Coordinate with school staff for smooth coordination.


  • Determine how you will distribute paper programs to the audience.


  • Decide whether you will have rehearsals with individual classes, grade levels, or the entire performing group.


  • Establish a dress code for students, such as school uniforms, dress-up outfits, or specific color combinations.


  • Inform parents about the concert details, including date, time, and dress code. Encourage teachers to include this information in their newsletters.
  • Coordinate with teachers, administrators, and custodians to ensure a seamless concert experience.

Concert Day

  • Create a final checklist of essentials, including your binder, music stand, and any necessary technology.
  • Remember to turn off notifications on your phone and computer for an uninterrupted performance.

Concert Preparation Concert Preparation

Choosing The Music

Selecting the right music is crucial to creating a memorable concert experience. Here are some tips to guide your decision-making process:

Determining Who Sings

Consider the length of your concert program and the average duration of songs. For a 45-minute program, you would need around 22 songs if each song is approximately 2 minutes long. However, it's important to strike a balance between song quantity and audience engagement. Divide the songs based on the number of performing "groups" if required.

Music Selection & Themes

Themes can help streamline song selection, attire choices, and decorations. Choose a broad theme that allows for a diverse range of song options. However, a concert without a specific theme can also be a great opportunity to showcase various activities from your music classes.

Tips & Tricks to Consider

  • Start teaching the music well in advance to ensure preparedness and overcome any unexpected obstacles.
  • Utilize resources like Facebook Music Groups, online databases, music stores, and YouTube to find suitable music.
  • Explore accompaniment options such as professional tracks, student musicians, or creating your own using digital tools.
  • Consider involving larger groups of students to create a more impactful performance.
  • Introduce an extra song in the early stages to have flexibility in removing any songs that may not work well.
  • Avoid letting students pick songs individually to prevent conflicts and ensure cohesive performances.

Planning an outstanding music concert requires careful attention to detail and preparation. By following this comprehensive checklist and incorporating expert tips, you can create an unforgettable experience for your audience and performers alike.

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