Anniversary concert checklist

An anniversary concert needs more than a confirmed date and a stage. You have to align performers, venue access, sound, lighting, guest registration, catering and safety checks in the right order. Start with the program, venue and budget, then lock in technical requirements and suppliers before sending invitations. In the final weeks, verify guest details, print the run sheet and confirm every reservation. This checklist keeps the planning practical, including the details that are often left until the last minute.

Organize this event for free with Lizzt

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
Reserve venue
Confirm performers
2 people
Gather technical requirements
2 people
Reserve sound equipment
Book catering
Reserve photographer
Check permits
Check insurance
Set the budget
2 people
Design invitations
2 people
Compile the guest list
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send parking information
Print program
2 people
Make name badges
2 people
Send artist information
Print the technical run sheet
2 people
Check the catering list
2 people
Make a shopping list
2 people
Check accessibility
2 people
Check route to venue
Confirm reservations
2 people
Check the instruments
2 people
Collect decorations
2 people
Check tableware stock
Do the shopping
3 people
Prepare snacks
4 people
Chill drinks
2 people
Lay out the programs
2 people
Pick up venue keys

Event

Open venue
2 people
Set up stage sections
4 people
Set up chairs
4 people
Set up tables
3 people
Set up sound equipment
4 people
Install lighting
3 people
Set up instruments
3 people
Hang decorations
3 people
Set up the entrance
2 people
Build the catering buffet
4 people
Set up coffee station
2 people
Perform the technical sound check
4 people
Welcome performers
2 people
Give the artist briefing
2 people
Open the doors
3 people
Welcome guests
4 people
Hand out programs
2 people
Serve coffee and tea
3 people
Serve snacks
4 people
Refill drinks
2 people
Announce the concert
Restock break buffet
3 people
Escort audience to the hall
3 people
Manage lighting during the concert
Operate the sound system
2 people
Assist performers
Deliver farewell speech
See guests out
3 people

Aftercare

Pack leftovers safely
3 people
Tear down audio equipment
4 people
Load instruments
3 people
Dismantle furniture
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Remove decorations
2 people
Return materials
2 people
Return borrowed items
2 people
Store photos securely

What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Concert chairsqty 160
Foldable tablesqty 12
Buffet tablesqty 4
Changing room chairsqty 12
Coat racksqty 3
Clothes hangersqty 180
Bollardsqty 8
Lectern
Artist tableqty 2
Stoolsqty 6

Equipment

Mixing console
Speakersqty 4
Stage monitorsqty 4
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 6
XLR cablesqty 14
Jack cablesqty 10
Cable reelsqty 6
Power stripsqty 10
Cable matsqty 20
Music standsqty 20
Instrument cablesqty 10
Ticket stampqty 2
Walkie-talkiesqty 6
Presentation microphone
Laptop
USB stickqty 2

Lighting

Stage spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
Emergency lightsqty 4

Tableware

Wine glassesqty 180
Water glassesqty 180
Coffee cupsqty 100
Coffee saucersqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Serving traysqty 12
Pitchersqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8

Decorations

Anniversary bannerqty 2
Flower arrangementsqty 8
Table runnersqty 12
LED candlesqty 24
Photo panelsqty 3
Balloonsqty 100

Cleaning

Vacuum cleaner
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Waste binsqty 8

Catering

Groceries

Tips

Ask every performer for a written technical requirement list before booking sound equipment. Check inputs, microphones, monitor needs, DI boxes, music stands and power requirements against the venue layout.
Set a registration deadline at least 7 days before the concert so you can confirm dietary requirements, print name badges and give the caterer an accurate headcount.
Print the technical run sheet and program at least 2 days before the event. Keep separate copies for the stage manager, sound team, performers and venue contact.
Check access and safety at the venue at least 14 days ahead. Confirm the route, accessible entrances, emergency lighting, cable mats, permits and insurance rather than relying on event-day fixes.
Send performers their arrival time, changing-room details, parking information and contact person at least 5 days before the concert. This prevents late questions about chairs, hangers, instrument storage and the artist table.

Frequently asked questions

How far in advance should I plan an anniversary concert?: Start at least 3 to 6 months ahead, especially if you need a specific venue or several performers. Use the first month to set the date, program, budget and venue before moving to technical bookings and invitations.
When should I send anniversary concert invitations?: Send invitations around 6 to 8 weeks before the concert, with a registration deadline 7 days before the event. That leaves time to process registrations, collect dietary requirements and send parking information.
How much technical equipment does an anniversary concert need?: The exact amount depends on the performers and venue, but confirm the requirements at least 4 weeks ahead. Check the mixing console, speakers, stage monitors, microphones, stands, DI boxes, cables, lighting and power before finalising the setup.
When should I confirm the venue, catering and performers?: Confirm performers and the venue as soon as the date and program are agreed, ideally no later than 12 weeks before the concert. Reconfirm catering, equipment, photographer, permits and insurance during the final 2 weeks.

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.