Pick the Right Hall and Settle the Date

A local hall gives a charity concert a warmth that larger venues rarely match. It is affordable, familiar to your audience and usually within walking distance for many of the people you want to reach. Visiting two or three possible venues is time well spent. Ask the same questions of each: what is the capacity with chairs laid out, is there a stage or raised platform, where are the power sockets, is there a kitchen, and is there parking nearby? Ask about access too — step-free entry, accessible toilets and a hearing loop if one is fitted.

Check the calendar before you commit. Avoid clashing with the school fête, a big football match or another band's concert in the next town. Saturday afternoons often suit older audiences, while Friday or Saturday evenings bring in families. Confirm the booking in writing, agree whether you may sell refreshments and run a raffle, and ask what time you can get in to set up.

Build a Programme That Suits the Audience

Aim for around ninety minutes of music with a fifteen- to twenty-minute interval. That usually means twelve to sixteen items, with room for a raffle draw and a few words from the charity. The programme should feel like a journey rather than a list.

• Open with something bright and familiar — a good march or a well-loved overture settles nerves and grabs attention.
• Include one or two solo features. A cornet, euphonium or tenor horn solo gives the audience a focal point and shows the band's depth.
• Mix the familiar with the new: film themes, show tunes and a hymn tune sit happily alongside a test piece or a fresh arrangement.
• Place the most substantial piece before the interval, and save something rousing for the finale.
• Keep announcements short. One friendly introduction per half is plenty.

Print a simple programme with the running order, soloists' names, the charity's details and a line of thanks to helpers. If you are raising money for a specific cause, say clearly what the funds will support.

Rehearse With the Concert in Mind

Begin work on the programme six to eight weeks ahead. There is no need to fill the folder with new music; two or three fresh pieces alongside well-known repertoire is enough. Rehearse in concert order at least twice so the band gets used to the transitions, and practise the small things: walking on and off, tuning quietly, and the moment the conductor steps up.

Nearer the date, run the first half without stopping. It teaches players to recover from slips and gives the musical director a true sense of timing. Remember that a hall sounds different from your band room — usually livelier, sometimes boomier. Ask the percussion section to check instruments and mallets in advance, and pack spares: valve oil, mutes, pegs, music stands and a torch. Someone should be responsible for the band's music and for returning it safely.

Spread the Word Locally

Advertising does not need a big budget. It needs repetition and a personal touch.

• Put posters in the library, post office, village shop, church porch, pub and school noticeboard. Ask permission first and take them down afterwards.
• Use local social media groups, the parish newsletter and the free listings in your local paper.
• Ask every player to invite five people personally. Word of mouth still fills more seats than any poster.
• Tell the charity you are supporting. They will often share the event with their own supporters.
• Sell tickets in advance where you can, but always keep some on the door. A suggested donation works well if you would rather not fix a price.

Plan the Interval and Refreshments

Refreshments turn a concert into a social occasion. Keep the interval to about twenty minutes so the second half starts on time. Tea, coffee, squash and cake are the classic combination, and asking band families to donate a cake or two keeps costs low. Set up two serving points if the hall allows it, and have helpers with jugs ready before the doors open.

A raffle is a reliable fundraiser. Ask local shops, garden centres and cafés for a prize, and sell tickets before the concert and during the interval. Have a bucket collection at the door for anyone who would rather give without buying. Announce the raffle results before the final item, not after, so the audience stays in their seats.

On the Night, and Afterwards

Ask the band to arrive at least an hour before the doors open. Warm up properly, check the sound in the hall and agree where the compere will stand. Put one person on the door to greet people and hand out programmes, and another to keep an eye on the kitchen. Thank the audience, the charity and the helpers from the stage, and tell everyone the total raised if you can — it gives the evening a clear purpose.

Afterwards, write brief thank-you letters to the hall committee, the prize donors and anyone who gave their time. Send a photograph and a short report to the local paper. Finally, make a few notes while the evening is fresh: what worked, what ran late, which pieces went down best. Those notes are the best preparation you will ever have for the next charity concert.