A practical aperitif concert checklist

An aperitif concert combines a live performance with drinks, coffee, tea and light food, so the timing needs to work for both audiences and musicians. Start with the venue, permits and guest registrations, then confirm the programme and catering quantities. In the final days, chill drinks, prepare snacks and pastries, and check every glass, plate and serving tray. Use the checklist to set up the room, test the sound and lighting, and keep the event moving from arrival to the final performance.

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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

Send invitations
Process registrations
Collect dietary requirements
Finalize the program
2 people
Confirm performing musicians
Reserve the venue and hall
Check permits
Tune the musical instruments
3 people
Plan performances and breaks
2 people
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Clear the cold storage area
2 people
Chill drinks
2 people
Prepare snacks
4 people
Set out cakes and pastries
2 people
Prepare coffee and tea
2 people
Set up tables
4 people
Set up chairs
4 people
Clear the stage area
3 people
Set up music stands
2 people
Set up instruments
4 people
Connect sound equipment
2 people
Test microphones
2 people
Check the lighting
2 people
Hang decorations
3 people
Set up the welcome table
2 people
Set out dishes and glasses
3 people
Set up buffet tables
3 people
Place waste stations
2 people
Check toilets

Event

Staff the entrance
2 people
Welcome guests
3 people
Serve aperitifs
4 people
Give the opening speech
Guide the first concert segment
2 people
Refill snacks
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Announce break
Provide the buffet during the break
3 people
Guide second concert part
2 people
Provide technical support for performances
2 people
Guide guest flow
2 people
Collect glasses and tableware
2 people
Check toilets periodically
Serve the last drinks round
2 people
Announce the closing
Guide guests to the exit
2 people

Aftercare

Pack instruments safely
4 people
Disconnect sound equipment
2 people
Wash dishes
3 people
Clear buffet
3 people
Collect waste
3 people
Take down tables and chairs
4 people
Remove decorations
2 people
Clean the room
4 people
Clean the restrooms
2 people
Store leftover stock
2 people
Check keys and access
Return materials
2 people
Handle deposits and lost property

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Stoolsqty 4

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 100
Serving utensilsqty 12
Coffee potsqty 3
Teapotsqty 2
Water jugsqty 8
Serving plattersqty 12
Serving trays with lidsqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Scissorsqty 2

Catering

Coolersqty 4
Ice containersqty 3
Thermos flasksqty 4
Serving plattersqty 12
Groceries

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Music standsqty 12
Cable matsqty 6

Decorations

Table runnersqty 10
Flower arrangementsqty 8
Welcome sign
Program standsqty 3

Lighting

LED lampsqty 8
Mood lightingqty 4

Cleaning

Waste binsqty 6
Vacuum cleaner
Broom setsqty 2
Mop headsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Tips

Confirm the programme and musicians before sending the final invitations. Allow time for registration updates and collect dietary requirements no later than one week before the concert.
Plan drinks separately for arrival and the interval. Chill wine and other cold drinks several hours before guests arrive, and keep water available throughout the performances.
Set up tables, buffet tables and chairs before the musicians arrive. Leave a clear stage area and place music stands, instruments and microphone stands where they will not obstruct guests.
Test the mixer, speakers and microphones with the actual performers at least 60 minutes before the first guest arrives. Check extension cords and power strips so cables do not cross walking routes.
Prepare coffee, tea, cakes and pastries close to serving time, but arrange plates, cutlery, serving utensils and covered trays earlier. Keep a separate cold-storage area clear for drinks and prepared food.

Frequently asked questions

How far in advance should I plan an aperitif concert?: Reserve the venue and check permits at least 8 to 12 weeks ahead, especially if musicians or technical equipment need to be booked. Send invitations once the programme and location are confirmed.
How long before an aperitif concert should musicians arrive?: Ask musicians to arrive at least 90 minutes before the first performance. This allows time to tune instruments, position music stands, connect the sound equipment and complete a microphone check.
When should I prepare food and drinks for an aperitif concert?: Buy non-perishable items several days in advance and chill drinks at least 4 hours before guests arrive. Prepare snacks, coffee and tea close enough to serving time that they remain fresh.
How do I organise the room for an aperitif concert?: Set chairs with a clear view of the stage and place buffet tables away from the entrance and performers. Finish the main room setup at least 60 minutes before arrival, leaving the final 15 minutes for lighting and sound checks.

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