Accordion concert checklist: what to arrange and when

An accordion concert needs more than a confirmed performer and a row of chairs. You need to coordinate the venue, programme, registrations, audience information, sound equipment, refreshments and front-of-house setup. This checklist gives you the full sequence, from choosing the date and confirming artists to opening the venue and testing the stage area. Use it to spot the details that are often left until the last minute, such as dietary requirements, spare batteries, printed programmes and a clear arrival route for performers.

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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

Reserve venue
Set the concert date
2 people
Confirm performers
Compile program
2 people
Determine the break time
2 people
Set entrance fee
2 people
Design invitations
Send invitations
2 people
Announce the concert online
Process registrations
Collect dietary requirements
Update visitor list
Share the artist route
Reserve equipment
Order catering
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Print program booklets
Prepare admission fees

Event

Open venue
2 people
Check the Venue
2 people
Set up chairs
4 people
Set up the stage area
3 people
Set up sound equipment
3 people
Set up the instruments
2 people
Set up lighting
2 people
Hang decorations
3 people
Set up coffee station
2 people
Set out snack break refreshments
2 people
Set up the entrance table
2 people
Test the equipment
3 people
Welcome artists
2 people
Go over the program
3 people
Open the doors
3 people
Welcome visitors
3 people
Distribute program
2 people
Register entry
2 people
Support the concert
2 people
Serve coffee and tea
3 people
Serve break snacks
3 people
Refill drinks
2 people
Guide visitors
2 people
Guide second concert part
2 people
Look after the artists
2 people
Guide visitors out
3 people

Aftercare

Packing up instruments
3 people
Tear down audio equipment
3 people
Clear away chairs
4 people
Wash dishes
3 people
Pack leftovers
2 people
Collect waste
2 people
Clean the room
3 people
Check toilets
Remove decorations
2 people
Return equipment
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Tableclothsqty 8
Clothes racksqty 2

Equipment

Microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 4
Music standsqty 6
Spare batteriesqty 12

Lighting

Stage lightsqty 4
Mood lightingqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 8
Serving trays with lidsqty 4

Decorations

Balloonsqty 80
Decorative fabricqty 4
Table décorqty 8
Program boardsqty 4

Cleaning

Waste binsqty 6
Mop setsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the date and reserve the venue before confirming performers or sending invitations. Allow at least 8–12 weeks if you need time for registrations, catering and equipment hire.
Build the programme around a defined break time, then print the programme booklets only after the running order is final. Keep a small number of spare copies for late arrivals and unexpected guests.
Process registrations in one place and update the visitor list regularly. Collect dietary requirements at registration rather than trying to resolve them when coffee, cake or other catering is being served.
Confirm the artist route and arrival arrangements before concert day. On the day itself, check the stage area, microphones, stands, speakers, mixer, cables and power strips before the audience enters.
Plan the room from the audience’s point of view: place chairs, admission materials, clothes racks and refreshments before opening the doors. Chill drinks in advance and keep spare batteries available for equipment that needs them.

Frequently asked questions

How far in advance should I organise an accordion concert?: Start planning at least 8–12 weeks before the concert. That gives you time to reserve the venue, confirm performers, publish invitations, process registrations and arrange catering and equipment.
How many chairs should I prepare for an accordion concert?: Prepare one chair for every registered visitor, then add around 5–10% extra if the room allows it. For 80 registered guests, that means setting up 84–88 chairs.
When should I print the concert programmes?: Print the programmes 3–7 days before the concert, once the programme order and break time are confirmed. Prepare a few extra copies for late registrations and damaged booklets.
When should I set up the sound equipment?: Set up and test the microphones, stands, mixer, speakers and cables at least 2 hours before the doors open. Keep spare batteries and extension cords ready so a small technical problem does not delay the concert.

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