Anniversary concert checklist

An anniversary concert combines a live programme with the practical demands of a reception. You need confirmed artists, a workable running order, suitable staging and sound, plus catering and guest information that hold up on the day. This checklist puts the work in a useful sequence, from fixing the date and programme to testing equipment and checking the venue. Pay particular attention to deliveries, access, dietary requirements and the details performers need before they arrive.

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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

Set the date and program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Check artist confirmations
Coordinate the set list and timings
2 people
Carry out a site visit
2 people
Plan the room layout
2 people
Confirm reservations
Order catering
Assess technical needs
2 people
Create lighting plan
2 people
Write presentation texts
Print the program
Create signage
2 people
Prepare name badges
Assign volunteers
Print emergency contacts
Do the shopping
2 people
Setting up shelf-stable catering
2 people
Test equipment
3 people
Send artist information
Pick up venue keys
Receive deliveries
2 people
Check the Venue
2 people
Set up stage sections
4 people
Hang up stage drape
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the registration desk
2 people
Hang decorations
3 people
Set up the sound system
3 people
Connect microphones
2 people
Set up lighting
3 people
Set up instruments
3 people
Perform the technical sound check
4 people

Event

Welcome performers
2 people
Set up the artist dressing room
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Place the program at the entrance
Carry out the final room round
2 people
Set up break catering
3 people
Brief entrance staff
2 people
Welcome visitors
4 people
Open anniversary program
Guide the first concert segment
4 people
Refill drinks
2 people
Serve the break buffet
4 people
Collect used dishes
2 people
Guide second concert part
4 people
Deliver the anniversary speech
2 people
Lead the final
4 people
Handle farewell and thank-you speech
See visitors out
3 people
Collect lost and found items

Aftercare

Store leftovers safely
2 people
Dismantle audio equipment
3 people
Dismantle lighting equipment
3 people
Pack instruments safely
3 people
Clear away chairs and tables
4 people
Remove decorations
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
3 people
Clean the restrooms
2 people
Check all equipment is ready
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Distribute leftover catering
2 people
Handle lost and found
Secure photo and video material

What to bring

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

Furniture

Chairsqty 180
Tablesqty 12
Foldable tablesqty 4
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 100
Stage sectionsqty 12
Lecternsqty 8
Music standsqty 30
Changing room chairsqty 12

Tableware

Water glassesqty 200
Wine glassesqty 180
Coffee cupsqty 100
Platesqty 220
Pastry forksqty 220
Teaspoonsqty 120
Coffee spoonsqty 120
Serving utensilsqty 20
Carafesqty 20

Equipment

Mixing console
Speakersqty 4
Stage monitorsqty 4
Wireless microphonesqty 4
Wired microphonesqty 6
Microphone standsqty 10
Diossenqty 8
DI boxesqty 4
XLR cablesqty 20
Jack cablesqty 12
Extension cordsqty 8
Power stripsqty 12
Laptop
Music stand lightsqty 10

Lighting

LED spotlightsqty 12
Light standsqty 4
Mood lightingqty 12
Batteriesqty 24

Decorations

Anniversary bannerqty 2
Balloonsqty 100
Balloon ribbonqty 2
Table runnersqty 12
Flower arrangementsqty 8
Photo backdrop
Photo framesqty 8
Sticky tackqty 4
Cable tiesqty 100

Catering

Coolersqty 6
Ice cube traysqty 4
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Serving bowlsqty 12
Serving plattersqty 12
Serving spoonsqty 12
Bread basketsqty 6
Drink dispensersqty 4
Ice spoonsqty 4
Bottle openersqty 4
Corkscrewsqty 3
Refrigeratorsqty 2
Groceries

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bowlsqty 12
Measuring cupsqty 3
Kitchen tongsqty 6
Aluminum foilqty 3
Cling filmqty 3

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8

Other

Programsqty 200
Name badgesqty 40
Pensqty 20
Cash box
Card machine
Cash box
Wristbandsqty 200
First aid kit
Flashlightsqty 4
Walkie-talkiesqty 6
Gaffer tapeqty 6

Tips

Confirm the artist line-up and repertoire before printing anything. Leave at least 7 days between the final programme approval and printing so timing changes do not create unusable programmes.
Visit the venue before finalising the layout. Check stage sections, music stands, lecterns, seating, garderobe space and power points in one visit, then allow 60–90 minutes for the technical check on the event day.
Send artists a practical information sheet at least 7 days before the concert. Include arrival time, rehearsal or soundcheck time, room access, dressing-room arrangements and the final running order.
Close registrations and dietary information before ordering catering. A useful deadline is 5–7 days before the concert; use the final numbers to plan plates, glasses, cups, serving utensils and water carafes.
Prepare a separate arrival folder for the event team. Keep venue keys, emergency contacts, delivery details, volunteer assignments and the printed programme together so the person receiving equipment is not also searching for essential information.

Frequently asked questions

How far in advance should I plan an anniversary concert?: Start at least 8–12 weeks ahead if artists, catering and technical equipment are involved. Fix the date and programme first, then confirm the venue, performers and suppliers before sending invitations.
When should I send anniversary concert invitations?: Send invitations around 6 weeks before the concert, with a clear registration deadline. Close registrations and collect dietary requirements 5–7 days before the event so catering quantities can be confirmed.
How long before the concert should the sound equipment be tested?: Complete the full equipment test on the event day at least 60–90 minutes before guests arrive. Check the mixing console, speakers, monitors, microphones, DI boxes, cables and extension cords with the performers present when possible.
What should I check at the venue before an anniversary concert?: Check access, keys, deliveries, seating, stage layout, lighting, power, garderobe space and performer facilities during a venue visit 2–4 weeks before the concert. Repeat a shorter room check on the event day before setup starts.

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.