Closing Concert checklist: what to arrange and when

A closing concert brings together performers, guests, equipment, catering, and a venue schedule that has little room for delays. Start with registrations and dietary requirements, then lock the programme and participating groups before booking technical support. In the final days, check the stage, instruments, music files, permits, and insurance. On the day itself, allow time for chairs, tables, entrance and payment points, chilled drinks, snacks, lighting, and a sound check.

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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
2 people
Process registrations
2 people
Collect dietary requirements
Finalize the program
2 people
Confirm participating groups
Gather music files
2 people
Check sheet music
2 people
Brief the hosts
Confirm venue booking
Confirm instrument reservation
Book the sound system
Check permits
Check insurance
Make a shopping list
2 people
Do the shopping
3 people
Set out drinks chilled
2 people
Prepare snacks
4 people
Set up the catering area
3 people
Set up the cash register and payment point
2 people
Set up entrance tables
2 people
Check the stage floor
2 people
Hang up stage drape
3 people
Hang decorations
3 people
Set up chairs
5 people
Set up tables
3 people
Set up the sound system
3 people
Set up lighting
2 people
Set up instruments
5 people
Set up music stands
3 people
Tape down cables securely
2 people
Check toilets
2 people
Clear emergency exits
2 people
Check fire extinguishers
Set out first aid kit

Event

Welcome performers
3 people
Open the Artists' Dressing Room
Unload instruments
4 people
Guide the soundcheck
3 people
Perform lighting test
2 people
Welcome the audience
4 people
Register entry
2 people
Hand out programs
2 people
Staff the cloakroom
2 people
Mark parking spaces
2 people
Escort audience to the hall
3 people
Give the opening speech
Announce concert segments
Assist performers
2 people
Serve drinks
4 people
Serve snacks
3 people
Refill drinks
2 people
Keep track of catering tables
2 people
Collect tableware
2 people
Answer audience questions
2 people
Announce break
Check the Break Room
2 people
Guide the audience safely
3 people
Announce the final act
Give thanks
Guide the audience to the exit
3 people
Collect lost and found items

Aftercare

Take down the sound system
3 people
Dismantle the lighting setup
2 people
Pack instruments
5 people
Clear away chairs and tables
5 people
Remove decorations
3 people
Wash dishes
3 people
Clean up catering
3 people
Sort waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Clean the stage
2 people
Do final venue inspection
2 people
Register lost and found items
Return materials
3 people
Return keys
Store leftover stock
2 people
Deposit cash
2 people

What to bring

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

Furniture

Chairsqty 180
Tablesqty 12
Stage sectionsqty 12
Stoolsqty 8
Coat racksqty 3
Clothes hangersqty 120
Bollardsqty 8

Tableware

Reusable glassesqty 220
Coffee cupsqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 18
Thermos flasksqty 8

Equipment

Speakersqty 4
Mixer
Microphonesqty 6
Microphone standsqty 6
Monitor speakersqty 2
Music standsqty 40
Keyboard
Piano stool
Extension cordsqty 12
Power stripsqty 8
Cable reelsqty 4
DI boxesqty 3

Lighting

Stage spotlightsqty 8
Light standsqty 2
Mood lightingqty 10
Light filtersqty 8

Decorations

Stage drapesqty 2
Buntingqty 8
Flower arrangementsqty 6
Program boardsqty 4
Directional signsqty 12

Kitchen

Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Serving traysqty 8
Kettlesqty 3
Coffee machinesqty 2
Washing-up basinsqty 4
Washing-up tubsqty 4

Catering

Cash register
Payment terminal
Cash box
Menu boardsqty 4
Napkin holdersqty 8
Thermos cupsqty 120
Groceries

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 4
Broom setsqty 3
Waste binsqty 12
Toilet brushesqty 4
Latex protective glovesqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Cable matsqty 12
Flashlightsqty 4

Other

Party tentsqty 2
Flip chartsqty 6
Pensqty 20
Notepadsqty 10
Walkie-talkiesqty 6

Tips

Send invitations early enough to process registrations and collect dietary requirements before you finalise catering. Use the confirmed guest count to plan seating, plates, reusable glasses, coffee cups, and serving dishes.
Do not leave the programme and participating groups until the final week. Confirm both before preparing music files, checking sheet music, briefing hosts, and arranging music stands or instrument reservations.
Schedule a venue and technical check before concert day. Test microphones, speakers, mixer, monitor speakers, DI boxes, extension cords, power strips, and cable reels together rather than discovering a missing connection during setup.
Set up the entrance and payment point before guests arrive, including tables, the cash register, payment supplies, coat racks, and clothes hangers. Keep the catering area separate so queues for drinks and snacks do not block the entrance.
Build a written setup order with time blocks: stage floor and drape first, then lighting and sound, followed by chairs and tables, and finally chilled drinks and snacks. Keep spare stools, microphone stands, and cable routes clear of audience walkways.

Frequently asked questions

How far in advance should I plan a closing concert?: Start at least 6 to 8 weeks before the concert. Send invitations and process registrations first, then confirm the programme, participating groups, venue, instruments, sound system, permits, and insurance.
When should I collect dietary requirements for a closing concert?: Ask for dietary requirements when invitations go out and set a response deadline about 2 weeks before the event. This gives you time to adjust the shopping list, snacks, plates, and catering setup.
How long before the concert should the stage and sound be set up?: Allow at least 3 hours before doors open for the stage floor, drape, lighting, speakers, mixer, microphones, stands, cables, and instrument setup. Reserve additional time for a complete sound check with the participating groups.
When should drinks and snacks be prepared for a closing concert?: Set up the catering area after the main furniture and technical work is complete, usually 60 to 90 minutes before guests arrive. Chill drinks as early as practical, but put them out shortly before opening so they remain cold.

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.