A practical a cappella concert checklist

An a cappella concert needs more coordination than a standard event because the singers, room acoustics and audience setup all affect one another. Confirm the date and venue first, then lock in artist contracts, rehearsals and technical requirements before sending invitations. In the final week, finish the visitor list, print programs and badges, and check access, restrooms and emergency exits. On the day, allow time for sound checks, the artist room, drinks, snacks and deliveries before doors open.

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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

Confirm date and location
Finalize artist contracts
Coordinate rehearsal times
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Reserve audio equipment
Compile program
2 people
Send artist information
Assign volunteers
Check the access route
2 people
Check restroom facilities
Check emergency exits
2 people
Create technical floor plan
Create the final visitor list
Prepare name badges
2 people
Print program booklets
2 people
Check the shopping list
Do the shopping
2 people
Receive deliveries
2 people
Set up artist room
2 people
Chill drinks
2 people
Prepare snacks
3 people
Charge equipment
2 people
Clean the audience area
2 people
Set up chairs
4 people
Set up tables
3 people
Clear the stage area
2 people
Set up microphones
2 people
Connect the sound system
2 people
Test sound system
3 people
Adjust the lighting
2 people
Hang up decorations
3 people
Set up the information desk
2 people
Set up the cloakroom
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people

Event

Welcome performers
2 people
Have performers warm up
2 people
Open the doors
2 people
Register visitors
3 people
Hand out program booklets
2 people
Escort guests to their seats
2 people
Serve coffee and tea
3 people
Announce the concert
Operate microphones
2 people
Announce break
Serve snacks
3 people
Refill drinks
2 people
Check public area
2 people
Announce the second concert set
Keep operating microphones
2 people
Give a thank-you speech
Serve farewell drinks
3 people
See visitors out
3 people
Collect lost and found items

Aftercare

Switch off equipment
2 people
Collect tableware
3 people
Take down the buffet
3 people
Clear away chairs and tables
4 people
Remove decorations
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the audience area
3 people
Clean the restrooms
2 people
Pack audio equipment
2 people
Do final venue inspection
2 people
Return rental items
2 people
Store leftover stock
2 people
Hand over lost and found items
Send thank-you message

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 8
Stage sectionsqty 6
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 120
Buffet tablesqty 3
Waste binsqty 6

Equipment

Dynamic microphonesqty 8
Microphone standsqty 8
Mixer
Active speakersqty 2
Monitor speakersqty 2
Speaker standsqty 2
DI boxesqty 2
XLR cablesqty 10
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Laptop
USB stickqty 2
Music standsqty 8
Walkie-talkiesqty 6

Lighting

LED spotlightsqty 6
Ambient light stringsqty 4
Emergency lightsqty 2
Spare batteriesqty 24

Tableware

Water glassesqty 140
Coffee cupsqty 120
Coffee spoonsqty 120
Cake platesqty 120
Serving plattersqty 12
Serving utensilsqty 12
Carafesqty 12
Thermos flasksqty 6
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving tongsqty 6

Decorations

Fabric table runnersqty 8
Stage drapesqty 4
Welcome sign
Program standsqty 4
Name badge holdersqty 8
Flower arrangementsqty 6
Adhesive stripsqty 4
Scissorsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Microfiber clothsqty 12
Cleaning glovesqty 8
Waste binsqty 3

Catering

Groceries

Tips

Confirm the room and date before finalising artist contracts. Then schedule rehearsal times and share the technical floor plan early, including microphone positions, monitor speakers and stage sections.
Reserve the audio equipment well before the concert. For an a cappella group, check the number of dynamic microphones, stands, XLR cables, DI boxes and monitor speakers against the program and room layout.
Set a registration deadline several days before the concert so you can create the final visitor list, collect dietary requirements and print the right number of name badges and program booklets.
Do not leave access and safety checks until setup. Walk the access route, inspect restroom facilities and emergency exits, and place emergency lights where they can be seen if normal lighting is reduced.
Plan the final delivery and refreshment window by the hour. Receive deliveries before guests arrive, chill drinks, prepare snacks, set up the artist room, charge equipment and keep spare batteries available.

Frequently asked questions

How far in advance should I organise an a cappella concert?: Start at least 8 to 12 weeks ahead for a small concert. Use the first two weeks to confirm the date and location, finalise artist contracts and reserve audio equipment; send invitations once those essentials are fixed.
How many microphones do I need for an a cappella concert?: Plan one microphone per featured singer or soloist, plus any microphones required for group vocals or announcements. Confirm the exact count with the artists during the technical planning stage, then add at least 1 spare microphone if the equipment budget allows.
When should I close concert registrations?: Close registrations 3 to 5 days before the concert if you need a final visitor list, dietary information, badges and printed programs. Keep a short door-list process for late changes without reprinting everything.
How early should performers arrive for an a cappella concert?: Schedule performers to arrive at least 2 hours before doors open. This leaves time to set up the artist room, complete the sound check, review the program and resolve microphone or monitor problems before the audience enters.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.