Concert season planning checklist

Planning a concert season means coordinating decisions that depend on one another. Use this checklist to assign an owner, a target date, and a status to each item. The sequence is a starting point, not a universal production schedule.

Confirm the season framework

• Confirm performance dates, venue arrangements, rehearsal access, and capacity.
• Review the repertoire, performing forces, music availability, and required permissions.
• Build the budget with attendance and funding assumptions clearly identified.
• Assign responsibility for artistic decisions, personnel, production, box office, and finance.
• Record dependencies and the date each decision needs to be settled.

Prepare people and materials

• Check the active roster and contact records for the participating groups.
• Collect availability for the rehearsal and performance dates; follow up on missing replies.
• Confirm additional performers and record agreed engagement details.
• Prepare music, media, call times, and instructions for the relevant members.
• Review stage layout and equipment needs with the venue and production team.

Use the orchestra seating guide for layout decisions and the musician payment-record guide for the administrative handoff.

Prepare the public event and ticket sale

• Confirm the public date, time, venue, accessibility information, and support contact.
• Choose the admission format, ticket choices, and inventory limits.
• Publish buyer policies and verify payment setup before announcing paid sales.
• Check the booking page on a phone and desktop.
• Schedule promotion around a working event link and your audience’s needs.

Follow the ticketing setup walkthrough for the Arts in One steps.

Review the final performance details

• Confirm replacements and publish reviewed seating assignments.
• Check program information, names, credits, and any required approvals.
• Confirm arrival times, venue access, equipment, and volunteer responsibilities.
• Brief the door team on check-in, walk-up sales, and buyer support.
• Export the attendee list and test the arrival workflow on the devices being used.

Close the records after the concert

• Reconcile orders, refunds, external performer payments, and bank deposits.
• Review attendance and follow up on unresolved administrative tasks.
• Plan appropriate audience communications using current preferences.
• Record what needs to change for the next event and assign follow-up owners.

Put the checklist into Arts in One

Use event records for dates and details, availability requests for replies, and published charts for performer assignments. Ticketing connects the public sale and door tasks to the concert. Your team remains responsible for deadlines, decisions, and checks outside the software.

Start with orchestra management, band management, or choir management to explore a relevant workflow.