Afternoon concert checklist

An afternoon concert needs more than a booked musician and a few rows of chairs. Use this checklist to work through the event in order, from confirming the venue and sending invitations to setting up the stage, refreshments and entrance table. The timing of sound checks, catering and guest arrival matters especially when the performance starts soon after doors open. Plan the practical details early so the final hours are spent checking, not searching for missing cables or tableware.

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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
Book musicians
Create schedule and game times
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Order catering
Reserve audio equipment
Inform musicians of the times
Create final guest list
Set up the room layout
2 people
Print the run sheet
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Open venue
2 people
Check the Venue
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the entrance table
2 people
Set up the cloakroom
2 people
Clear the stage area
3 people
Set up the sound system
3 people
Connect microphones
2 people
Set up instruments
2 people
Perform sound check
3 people
Test the lighting
2 people
Set up coffee station
2 people
Set up buffet tables
3 people
Set out snacks
3 people
Lay out the programs
2 people

Event

Staff the entrance
2 people
Welcome guests
3 people
Hand out programs
2 people
Escort guests to their seats
2 people
Announce the concert
Support the first concert block
2 people
Serve coffee and tea
4 people
Serve snacks
3 people
Refill drinks
2 people
Announce break
Restock the buffet
3 people
Collect used dishes
2 people
Support the second concert block
2 people
Refill drinks
2 people
Help guests with questions
2 people
Announce the end of the concert
Guide musicians' farewell
2 people
Manage the cloakroom
2 people
Serve the final drinks
2 people
See guests out
3 people

Aftercare

Turn off the sound equipment
2 people
Tear down audio equipment
3 people
Pack instruments
2 people
Wash dishes
3 people
Clear buffet
3 people
Collect waste
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Check toilets
Chill leftover catering
2 people
Do final venue inspection
2 people
Return keys and materials
Return borrowed equipment
2 people
Return rental equipment
2 people

What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Buffet tablesqty 3
Entrance table
Clothes racksqty 2
Stoolsqty 4

Tableware

Coffee cupsqty 90
Glassesqty 120
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Audio cablesqty 8
Extension cordsqty 4
Power stripsqty 6
Music standsqty 6
Keyboard standsqty 2

Lighting

Standing lampsqty 4
LED lampsqty 8

Decorations

Tableclothsqty 10
Flower arrangementsqty 6
Programsqty 100
Name badgesqty 10
Directional signsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 10
Cutting boardsqty 3
Kitchen knivesqty 4
Pliersqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Cleaning clothsqty 12
Washing-up basinsqty 4

Catering

Groceries

Tips

Set the schedule around the performance, not just the guest arrival time. Allow a dedicated slot before doors open for musicians to arrive, connect microphones, position stands and test every speaker.
Confirm dietary requirements before ordering catering, then check that you have separate serving utensils and enough plates, pastry forks, teaspoons, coffee cups and glasses for the full guest list.
Print the final run sheet before the event day and give copies to the organiser and musicians. Keep one at the entrance table so timings, contact details and last-minute changes are easy to find.
Set up the room with clear paths between the entrance, cloakroom, seating and refreshments. Put directional signs in place before guests arrive, when tables, chairs and equipment may still block the usual routes.
Test the audio system with the actual microphones and cables, not only the power supply. Check extension cords, power strips, mixer settings and speaker positions while the room is still empty, then keep spare cable access clear.

Frequently asked questions

How early should I start planning an afternoon concert?: Start at least 8 to 12 weeks before the concert. Confirm the date and location first, then book musicians, plan the schedule, send invitations and allow time to process registrations and dietary requirements.
When should musicians arrive for an afternoon concert?: Set their arrival and sound-check time at least 60 to 90 minutes before guests are due. This gives you time to clear the stage area, position music stands, connect microphones and solve audio problems before the entrance opens.
How many chairs and tables do I need for an afternoon concert?: Prepare one chair per confirmed guest, plus a small reserve if the venue allows it. Plan separate tables for the entrance, refreshments and catering, and check the final guest list before setting the room layout.
When should I prepare drinks and catering for an afternoon concert?: Buy non-perishable items a few days ahead and chill drinks the day before where possible. Finish fresh catering on the event day, leaving enough time to set out serving platters, utensils and tableware before doors open.

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.