A school concert involves managing dozens of student performers across multiple age groups, a live audience of parents and family members, and a technical team — often all with limited resources and volunteer support. This school concert run sheet template gives your performing arts team a clear framework for the full evening, from student arrival and backstage warmup through to the final curtain call and parent pickup. The template is designed to be practical and adaptable for primary or secondary school settings.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 14:00 | Hall setup — seats, stage, and AV | Venue Staff | School Hall |
| 15:00 | AV and sound system check | AV Team | Stage |
| 15:30 | Lighting rig focus and colour check | AV Team | Stage |
| 16:00 | Student performers arrive and check in | Teacher | Backstage / Green Room |
| 16:30 | Costume check and hair/makeup | Teacher | Change Rooms |
| 17:00 | Stage rehearsal and blocking run | Teacher | Stage |
| 18:30 | Venue doors open for audience | Venue Staff | Hall Entrance |
| 19:00 | Concert begins — MC welcome | MC | Stage |
| 19:05 | Junior school performances — Set 1 | Teacher | Stage |
| 19:45 | Middle school performances — Set 2 | Teacher | Stage |
| 20:15 | Interval — refreshments available | Venue Staff | Foyer |
| 20:35 | Senior school performances — Set 3 | Teacher | Stage |
| 21:15 | Combined finale performance | Teacher | Stage |
| 21:30 | Principal's closing remarks | MC | Stage |
| 21:40 | Student photo opportunity on stage | Photographer | Stage |
| 22:00 | Parent pickup and venue clearance | Venue Staff | Hall Entrance |
Assign a dedicated backstage supervisor for each year group to manage student movement, cues, and calm nerves throughout the evening.
Brief parents and audience members before the concert that flash photography should not be used during performances and that mobile phones should be silent.
Run a full dress rehearsal at least one day before the concert — this is non-negotiable for identifying cue errors, costume issues, and timing problems.
Create a clear student movement plan between the change rooms, backstage waiting area, and stage entrance to avoid collisions or delays during the show.
Have printed copies of the full run sheet for the stage manager, AV operator, and each class teacher involved in the performance.
Create a calm, structured backstage environment with clear signage, a supervising teacher per group, and a defined warmup routine. Allow students to arrive at least 90 minutes before the concert begins so they have time to settle, costume up, and do a brief rehearsal without feeling rushed.
Aim for 90–120 minutes including an interval. Younger audiences (junior primary) have shorter attention spans, so consider a 60–75 minute format with no interval for lower year levels. Secondary school concerts with multiple departments can comfortably run to two hours with one interval.
Yes, for events longer than 75 minutes an interval of 15–20 minutes is recommended. It gives the audience a comfort break, allows backstage teams to reset for the second half, and creates a natural pause in the program for the students.
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