Aperitif concert checklist

An aperitif concert combines a live performance with drinks, snacks and informal conversation, so timing and sound checks need to work together. Use this checklist to book musicians, confirm the venue, manage registrations and dietary requirements, and prepare the room. It also covers details that are easy to leave too late, such as music rights, instrument transport, printed visitor information and chilled drinks. Work through the plan in order, then use the final days for testing and fresh food.

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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
Send invitations
2 people
Process registrations
Collect dietary requirements
Check music rights
Make reservations
Arrange transport for instruments
Gather technical requirements
Print the run sheet
Print the visitor list
Prepare name badges
2 people
Print menus
Make route signs
Check the shopping list
Do non-perishable shopping
2 people
Order drinks
Check dishes and glassware
2 people
Test equipment
2 people
Buy fresh groceries
2 people
Prepare snacks
3 people
Wash fruit and herbs
2 people
Chill drinks
2 people
Store snacks chilled
2 people
Check the venue
2 people
Receive deliveries
2 people
Set up tables
3 people
Set out chairs
3 people
Set up buffet tables
2 people
Clear the stage area
2 people
Set up sound equipment
2 people
Connect microphones
2 people
Set up the musicians
2 people
Perform sound check
3 people
Test lighting and lights
2 people
Hang up decorations
2 people
Set up the reception table
2 people
Set out tableware and cutlery
2 people
Chill drinks
2 people
Arrange snacks on platters
3 people
Hang up the program clearly
Check toilets

Event

Welcome visitors
3 people
Serve welcome drinks
3 people
Check off registrations
2 people
Serve snacks
3 people
Support the first concert block
2 people
Refill drinks
2 people
Refill buffet
2 people
Collect used glassware
2 people
Announce break
Provide musicians with water
Support the second concert block
2 people
Support the third concert block
2 people
Serve hot snacks
3 people
Collect audience questions
Thank the performers
Serve farewell drinks
2 people
See visitors out
2 people
Collect the remaining glassware
2 people

Aftercare

Cover the food and drinks
2 people
Turn off the sound equipment
2 people
Dismantle equipment
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the venue
3 people
Remove decorations
2 people
Chill leftover food
2 people
Secure keys and equipment
Return borrowed materials
2 people
Store leftover drinks
Take waste to the collection point
2 people
Collect lost property
Collect invoices and receipts

What to bring

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

Furniture

Cocktail tablesqty 8
Buffet tablesqty 4
Chairsqty 90
Reception desk
Stoolsqty 8

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Music standsqty 6
Musician chairsqty 6
DI boxesqty 2
XLR cablesqty 8
Jack cablesqty 6
Power stripsqty 6
Extension cordsqty 8
Gaffer tapeqty 3
Laptop

Lighting

Atmosphere lightsqty 8
String lightsqty 4
LED floodlightsqty 4
Spare batteriesqty 24

Tableware

Wine glassesqty 100
Water glassesqty 100
Champagne glassesqty 90
Coffee cupsqty 50
Cake platesqty 100
Dinner platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Water carafesqty 8

Kitchen

Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 3
Pitcherqty 4
Thermos flasksqty 4
Bottle openersqty 4
Corkscrewsqty 3
Waste binsqty 6

Decorations

Tableclothsqty 12
Table runnersqty 8
Flower arrangementsqty 8
Menu Card Holdersqty 12
Welcome sign
Directional signsqty 6
Name badgesqty 90

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12
Trash bag holdersqty 6

Catering

Groceries

Tips

Confirm the date and location before booking musicians or sending invitations. Build the schedule around arrival, the concert, aperitif service and any game times so guests know what to expect.
Gather technical requirements from the musicians early. Check the mixer, active speakers, microphones, stands, DI boxes, cables and power supplies together, then test the complete setup before guests arrive.
Process registrations as they come in and record dietary requirements in one place. Use the final visitor list for name badges, reception and catering quantities rather than relying on invitation responses at the last minute.
Do non-perishable shopping and order drinks before the final week. Chill the drinks close to the event, store snacks chilled, and buy fresh groceries only after the guest count is stable.
Print the run sheet, visitor list, menus and route signs before setup day. Reserve time for arranging cocktail and buffet tables, checking glassware, placing atmosphere lighting and taping down cables safely.

Frequently asked questions

How far in advance should I book musicians for an aperitif concert?: Contact musicians as soon as the date and location are confirmed, preferably at least 6 to 8 weeks before the event. Ask for their technical requirements at the same time so equipment and instrument transport can be arranged without a last-minute change.
How many drinks should I plan for an aperitif concert?: For the first hour, plan on 2 to 3 drinks per guest, then about 1 drink per person per hour afterward. Add water for the full guest count and confirm the final quantity after registrations and dietary requirements are processed.
When should I test the sound equipment for a live aperitif concert?: Complete a full test at least one day before the event if the equipment is already available, including microphones, mixer, speakers, cables and power strips. On the day itself, allow another 60 to 90 minutes for placement, soundcheck and corrections.
When should I buy fresh food and chill the drinks?: Buy fresh groceries on the day before or the morning of the concert, depending on how they need to be stored. Chill drinks several hours before guests arrive and keep prepared snacks refrigerated until they are served.

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