Big Band Concert Checklist

A big band concert needs more than a confirmed date and a stage. You need to align the band’s repertoire and set times with the room, audience layout, sound system, lighting, catering and visitor registration. Start with the venue and artist contract, then lock the technical plan before sending invitations. This checklist helps you keep musician logistics, equipment, seating and final guest information on schedule.

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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
2 people
Confirm performance with big band
2 people
Book the room
Check permits and venue rules
Determine capacity and audience layout
2 people
Finalize concert program
2 people
Confirm the repertoire and set times
2 people
Request technical requirements
Check the artist contract
Coordinate artist transport
Reserve catering for musicians
Arrange a photographer or registration
Design invitations
Send invitations
2 people
Open online registration form
Process registrations
2 people
Collect dietary requirements
Send registration confirmations
Create the final visitor list
Share the program and route
Reserve chairs and tables
Reserve audio equipment
Reserve lighting
Receive musician list
Work out the stage layout
2 people
Create technical floor plan
2 people
Print the run sheet
Create team assignments
Create a team contact list
Prepare parking information
Prepare name badges
Prepare meal vouchers
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Send musician information
Open hall
2 people
Receive deliveries
2 people
Clear the stage and playing area
3 people
Set up stage elements
4 people
Set up chairs
4 people
Set up tables
3 people
Connect sound equipment
3 people
Test microphones
2 people
Install lighting
2 people
Set up musician chairs
3 people
Set up music stands
3 people
Hang up decorations
2 people
Set up bar and buffet
3 people
Set out dishes and glasses
2 people
Arrange snacks on platters
3 people
Prepare coffee and tea
2 people
Set up the artist room
2 people
Perform the technical sound check
4 people
Give briefing to the reception team
2 people
Check toilets
Set up entrance and wayfinding signs
2 people

Event

Open the doors
3 people
Welcome visitors
4 people
Check off registrations
2 people
Distribute program
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Welcome musicians
2 people
Escort musicians to the dressing room
Announce the performance
Support the first concert block
2 people
Refill drinks
2 people
Take care of the break
3 people
Support the second concert block
2 people
Serve performers' meal
2 people
Announce evening program
Assist the evening concert
2 people
Restock drinks and snacks
3 people
Guide the audience to the exit
3 people
Let the artists say goodbye
2 people
Collect lost and found items
Close the bar
2 people

Aftercare

Collect tableware
3 people
Sort waste
3 people
Tear down audio equipment
3 people
Dismantle lighting
2 people
Clear away chairs and tables
4 people
Clean the hall and entrance
4 people
Clean the artists' room
2 people
Move materials to storage
3 people
Return borrowed materials
2 people
Store leftover drinks
2 people
Handle the deposit and keys

What to bring

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

Furniture

Visitor chairsqty 170
Musician chairsqty 22
Tablesqty 12
Beer tablesqty 4
Foldable tablesqty 6
Coat racksqty 2
Changing room chairsqty 12
Waste binsqty 8

Equipment

Mixer
Microphonesqty 8
Microphone standsqty 8
Speakersqty 2
Monitor speakersqty 2
Amplifiersqty 2
DI boxesqty 4
Music standsqty 24
Lectern lightingqty 12
Audio cablesqty 16
Power cablesqty 12
Power stripsqty 8
Cable traysqty 10
Extension cordsqty 8
Spare batteriesqty 24

Lighting

Stage spotlightsqty 6
Lighting standqty 2
Atmosphere lightsqty 8
Light filtersqty 6

Tableware

Drinking glassesqty 180
Wine glassesqty 80
Coffee cupsqty 40
Coffee spoonsqty 40
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 18
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knifeqty 2
Serving platters for artistsqty 6

Decorations

Stage drapesqty 4
Tableclothsqty 12
Concert postersqty 10
Directional signsqty 12
Name badgesqty 30
Program standsqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand broomsqty 3

Other

Cloakroom numbersqty 180
Program leafletsqty 180
Pensqty 20
Clipboard foldersqty 6
Cash traysqty 2
Cash register
Cash walletsqty 2

Catering

Groceries

Tips

Confirm the room’s capacity and audience layout before opening registration. Count visitor chairs separately from musician chairs, and leave enough space for the stage, music stands, microphone stands and clear access routes.
Request the band’s technical requirements early, then compare them with the mixer, microphones, speakers, monitor speakers, amplifiers, DI boxes and cabling available at the venue. A late equipment check can force changes to the stage layout.
Set the concert programme, repertoire and set times before designing invitations. Include the start time, route and programme in the visitor information, and send registration confirmations as soon as each booking is processed.
Collect dietary requirements when musicians confirm attendance, not on the concert day. Reserve catering for the band early enough to cover arrival, any interval and the time after the performance.
Plan the final room check around cables and lighting as well as furniture. Place cable trays where visitors walk, test stage spotlights and atmosphere lights, and keep spare batteries, extension cords and power strips available before doors open.

Frequently asked questions

How far in advance should I organise a big band concert?: Start confirming the date, room and band at least 3 to 6 months ahead. This gives you time to check permits, review the artist contract, confirm technical requirements and send invitations before the final visitor list is needed.
How many chairs do I need for a big band concert?: Plan one visitor chair for every registered guest, plus the required musician chairs from the band’s list. Finalise the count after registration closes, then add a small reserve only if the venue’s capacity allows it.
When should I send big band concert invitations?: Send invitations after the programme, set times, location and registration process are confirmed. A practical window is 4 to 8 weeks before the concert, with registration closing early enough to create the final visitor list and seating plan.
What sound equipment is needed for a big band concert?: The exact setup depends on the band and room, so request the technical rider before booking equipment. Check the mixer, microphones, stands, speakers, monitors, amplifiers, DI boxes, audio cables, power cables and spare batteries at least 1 to 2 weeks before the performance.

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