A practical aperitif concert checklist

An aperitif concert combines a live music programme with drinks, snacks and relaxed conversation, so the timing needs more thought than a standard reception. Start with the date, programme and venue, then confirm musicians, permissions, catering and technical requirements before inviting guests. In the final week, use the guest list to adjust food and drinks, gather music files, check deliveries and prepare the room. This checklist covers the details that are easy to leave until the last minute, from glassware to microphone stands.

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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
Hire musicians
2 people
Reserve venue
Check permits
Book catering
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program
Coordinate technical requirements
2 people
Arrange music rights
Create final guest list
Confirm catering quantities
Gather music files
Check the weather forecast
Confirm deliveries
Print the run sheet
Prepare name badges
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check dishes and glassware
2 people
Label catering by dietary requirement
2 people
Open venue
2 people
Inspect the rooms
2 people
Set out furniture
4 people
Set up the entrance and reception
2 people
Set up the bar and buffets
4 people
Clear the stage area
3 people
Connect background music
2 people
Set up the sound system
3 people
Set up lighting
2 people
Set up instruments
3 people
Run the sound check
4 people
Present snacks
3 people
Set out drinks
3 people
Check toilets
Brief volunteers
2 people

Event

Welcome guests
3 people
Check off registrations
2 people
Serve aperitifs
4 people
Refill snacks
2 people
Refill drinks
2 people
Collect glasses and crockery
2 people
Handle stage announcements
Guide the first concert segment
3 people
Serve break snacks
3 people
Guide second concert part
3 people
Set up the dinner buffet
4 people
Serve the buffet
5 people
Announce the evening concert
Assist the evening concert
3 people
Serve the last round
3 people
Assist with farewell and cloakroom
3 people
Collect lost property

Aftercare

Turn off the sound equipment
2 people
Pack instruments safely
3 people
Dismantle the bar and buffet
4 people
Wash dishes
3 people
Collect waste
2 people
Put furniture back
4 people
Clean the venue
4 people
Return equipment
2 people
Store leftover stock
2 people
Return borrowed equipment
2 people
Thank the guests

What to bring

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

Furniture

Cocktail tablesqty 10
Dining tablesqty 10
Chairsqty 100
Buffet tablesqty 4
Bar stoolsqty 8
Coat racksqty 2
Clothes hangersqty 120

Tableware

Wine glassesqty 120
Water glassesqty 120
Champagne glassesqty 100
Platesqty 120
Dessert platesqty 120
Forksqty 120
Knivesqty 120
Teaspoonsqty 100
Serving spoonsqty 12
Serving plattersqty 20
Carafesqty 20

Kitchen

Coolersqty 6
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 20
Serving tongsqty 10

Equipment

Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Instrument cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Music standsqty 8
Lectern

Lighting

LED spotlightsqty 6
Mood lightingqty 6
Light standsqty 3

Decorations

Tableclothsqty 14
Napkin holdersqty 12
Flower arrangementsqty 10
Menusqty 12
Name badgesqty 120
Directional signsqty 8

Cleaning

Waste binsqty 8
Mop setsqty 2
Bucketsqty 4
Hand broomsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the programme before sending invitations. Include the expected arrival time, performance length and any interval so guests know when drinks and snacks will be served.
Ask for dietary requirements when guests register, then label catering clearly on the day. Confirm final catering quantities only after registrations close, rather than ordering from the invitation count.
Treat the sound setup as a separate deadline. Confirm active speakers, the mixer, microphones and microphone stands with the musicians, and gather all music files before the final week.
Plan drinks by service point, not just by total volume. Check wine, water and champagne glasses, then chill drinks in coolers early enough for everything to be ready when the venue opens.
Print the run sheet and prepare name badges before opening the venue. Also check dishes, serving platters, carafes, cutlery and coat facilities; these small items are often discovered missing during setup.

Frequently asked questions

How far in advance should I organise an aperitif concert?: Start at least 8 to 12 weeks ahead if you need to hire musicians and reserve a venue. Send invitations once the programme, location and registration deadline are confirmed.
How many drinks do I need for an aperitif concert?: Allow about 2 to 3 drinks per guest during the first hour, then roughly 1 drink per person per hour afterwards. Add water throughout the event and confirm quantities after the final guest list is closed.
When should I confirm catering for an aperitif concert?: Collect dietary requirements when guests register and confirm the order 5 to 7 days before the concert. Recheck quantities after the registration deadline and label special-diet portions before service.
When should I check the sound equipment for an aperitif concert?: Confirm the technical requirements with the musicians at least 2 weeks before the event. Test the speakers, mixer and microphones during venue setup, preferably 2 to 3 hours before guests arrive.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.