Acoustic concert checklist: what to arrange and when

An acoustic concert needs less amplification than a full band show, but it still depends on precise planning. Confirm the venue, artist agreement and technical setup early, then work toward guest registrations, seating, catering and the running order. The final days are for checking equipment, collecting keys, chilling drinks and preparing snacks—not solving missing cables or unclear arrival details. This checklist gives you the full sequence, from the first booking decisions to the audience leaving the room.

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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
Confirm artist and repertoire
2 people
Check permits and notifications
Make a venue reservation
Confirm artist contracts
Gather technical requirements
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Calculate catering quantities
2 people
Coordinate artist meals
Create the seating plan
Plan the program and break
2 people
Create technical floor plan
2 people
Send audience communications
Make crew name badges
Share route and parking information
Send artist information
Check the shopping list
2 people
Check supplies and equipment
2 people
Do the shopping
2 people
Collect equipment
2 people
Pick up venue keys
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Conduct a safety check
2 people
Clear the stage area
3 people
Set up tables
3 people
Set up chairs
4 people
Set up the reception table
2 people
Set up the buffet table
3 people
Hang decorations
3 people
Lay the stage carpet
2 people
Set up instruments
2 people
Connect the sound system
2 people
Set up microphones
2 people
Set up lighting
2 people
Perform sound check
3 people
Welcome performers
2 people
Set up artist room
2 people
Give crew briefing
2 people

Event

Welcome visitors
3 people
Check off registrations
2 people
Distribute program
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Announce the concert
Support the first concert block
2 people
Refill drinks
2 people
Restock break buffet
3 people
Lead the break
3 people
Support the second concert block
2 people
Serve the artists' meal
2 people
Collect audience questions
Support the third concert block
2 people
Restock drinks and snacks
3 people
Give a thank-you speech
Guide the audience to the exit
2 people
See off the artists

Aftercare

Cover leftover snacks
2 people
Turn off the sound equipment
2 people
Pack instruments safely
2 people
Dismantle furniture
4 people
Remove decorations
3 people
Collect tableware
3 people
Sort waste
2 people
Wash dishes
3 people
Clean the restrooms
2 people
Clean the room
3 people
Load equipment
3 people
Perform final venue check
2 people
Lock up the venue
Return equipment
2 people
Clear away leftover stock
2 people
Process lost and found items
Send thank-you message

What to bring

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

Furniture

Bistro tablesqty 8
Chairsqty 90
Buffet tablesqty 3
Reception desk
Artist table
Stage stoolsqty 4
Music standsqty 3
Clothes racksqty 2

Equipment

Active speakersqty 2
Mietafel
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Instrument cablesqty 6
Microphone cablesqty 6
Power stripsqty 8
Extension cordsqty 8
Gaffer tapeqty 4
Cable traysqty 6
Speaker standsqty 2
Music stand lightsqty 3

Lighting

LED spotlightsqty 6
Mood lightingqty 4
String lightsqty 6
Batteriesqty 24

Tableware

Water glassesqty 100
Wine glassesqty 90
Coffee cupsqty 70
Platesqty 100
Coffee spoonsqty 70
Forksqty 100
Napkin holdersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 6
Scissorsqty 3
Cutting boardsqty 4
Bread knivesqty 3
Serving spoonsqty 6
Serving tongsqty 6

Decorations

Tableclothsqty 12
Stage carpet
Flower arrangementsqty 8
Menusqty 12
Program leafletsqty 100
Name badgesqty 20
Pensqty 12
Chalkboardsqty 3
Chalk markersqty 6

Cleaning

Waste binsqty 8
Broom setsqty 2
Mop setsqty 2
Bucketsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6
Microfiber clothsqty 20

Catering

Groceries

Tips

Confirm the artist’s repertoire and technical requirements before finalising the room layout. A microphone, DI box or monitor position can affect the seating plan, stage stools and music stands.
Send invitations with a clear registration deadline, then allow at least 3–5 days to process replies, collect dietary requirements and calculate catering quantities. Late responses otherwise distort both seating and food orders.
Plan the concert programme with a defined break and share the timing with the artist and crew. Include arrival, soundcheck, doors open and finish times so nobody has to infer the schedule on the day.
Make the technical floor plan before collecting equipment. Check the mixer, microphones, microphone stands, DI boxes, instrument and microphone cables, power strips, extension cords and speaker stands against the plan.
Complete the final venue and shopping check 1–2 days before the concert. Pick up the keys, collect equipment, chill drinks and prepare snacks early enough that setup is not competing with guest arrival.

Frequently asked questions

How far in advance should I organise an acoustic concert?: Start confirming the date, venue and artist at least 8–12 weeks ahead. Use the final 2 weeks for contracts, invitations, registrations, seating, catering and the technical floor plan.
What equipment is needed for an acoustic concert?: The exact setup depends on the artist, but allow time to check active speakers, a mixer, microphones, stands, DI boxes, instrument and microphone cables, power strips and extension cords. Confirm the artist’s requirements before ordering or collecting anything.
How much food and drink should I plan for an acoustic concert?: Base quantities on confirmed registrations and add a small buffer for late changes. For drinks, plan roughly 2–3 servings per guest during the first hour, then adjust for the concert length, break and whether coffee or snacks are served.
When should I send acoustic concert invitations?: Send invitations about 4–6 weeks before the concert and set the registration deadline 7–10 days before it. That leaves enough time to create the seating plan, collect dietary requirements and confirm catering quantities.

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