Concert evening checklist

A concert evening depends on more than booking performers and opening the doors. You need a clear running order, confirmed technical requirements, enough seating and tableware, and a setup window that leaves time for a soundcheck. This checklist takes you from confirming the date and repertoire to preparing the venue, connecting microphones, arranging lighting, and welcoming guests. Use it to see what needs to be decided early and what must be checked on the day.

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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
Confirm performers and repertoire
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the program and schedule
Assign volunteers
Place catering order
Gather artist information
Gather technical requirements
Make reservations
Prepare signage
2 people
Print program booklets
2 people
Check stock
2 people
Do the shopping
2 people
Collect fresh produce
2 people
Open venue
2 people
Clear the loading and unloading area
2 people
Unload furniture
4 people
Set up stage sections
4 people
Set up tables
3 people
Set up chairs
4 people
Set up sound equipment
3 people
Connect microphones
2 people
Set up lighting
2 people
Perform sound check
3 people
Welcome artists
2 people
Set up the artist room
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the buffet and bar
3 people
Set out dishes and glasses
2 people
Set up the cash register and payment point
2 people
Hang up decorations
3 people
Hang up signage
2 people
Check toilets
2 people
Check fire-safe escape routes
2 people

Event

Staff the entrance desk
2 people
Welcome visitors
3 people
Distribute program
2 people
Manage the cloakroom
2 people
Serve drinks
3 people
Serve snacks
2 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Guide artists
Announce performances
Coordinate stage changes
2 people
Check the sound level
Manage microphones
Operate light settings
Empty trash bins
2 people
Clean the toilets in between
2 people
Collect lost and found items
Wrap up the final performance
2 people
See visitors out
3 people

Aftercare

Turn off the sound equipment
2 people
Dismantle equipment
3 people
Tear down stage
4 people
Clear tables and chairs
4 people
Pack leftover catering
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Final cleaning of the toilets
2 people
Remove decorations
2 people
Pack inventory
2 people
Return materials
2 people
Clean coolers
2 people
Handle lost and found
Return deposits and crates

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 110
High tablesqty 6
Coat racksqty 2
Clothes hangersqty 120
Stage sectionsqty 6
Stage stepsqty 2

Equipment

Speakersqty 2
Speaker standsqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music standsqty 4
XLR cablesqty 8
Jack cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4

Lighting

Stage spotlightsqty 4
Light standsqty 2
Mood lightingqty 6
Battery lampsqty 6

Tableware

Drinking glassesqty 120
Coffee cupsqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 3
Chef's knifeqty 2
Measuring cupsqty 2
Kitchen bowlsqty 4
Aluminum foilqty 2

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Adhesive stripsqty 4
Program boardsqty 4
Directional signsqty 8

Catering

Groceries
Drink dispensersqty 4
Wok pansqty 6
Serving tablesqty 4
Thermos cupsqty 20
Ice packsqty 16
Labelsqty 100
Food containersqty 12
Cooling matsqty 4

Cleaning

Broomqty 2
Floor squeegeeqty 2
Mopqty 4
Bucketsqty 4
Dustpan and brushqty 2
Cleaning cart
Waste binsqty 10
Waste sorting binsqty 4

Other

Cash box
Payment terminal
Cash wallet for change
Walkie-talkiesqty 4
Flashlightsqty 4
First aid kit
Fire extinguisherqty 2
Program bookletsqty 120
Wristband holdersqty 2
Lost and found box

Tips

Confirm the performers’ technical requirements before ordering equipment. Microphone types, DI boxes, music stands, cables, power strips, and stage lighting can affect both the layout and the schedule.
Set a firm registration deadline and collect dietary requirements at the same time. Give the caterer the final number soon enough to adjust portions, serving platters, plates, cutlery, and drinking glasses.
Build the program around realistic changeover times. Leave extra minutes between performers for microphone adjustments, music stand changes, and moving people safely on and off the stage.
Plan the venue setup in a fixed order: clear the loading area, unload furniture, assemble the stage, arrange tables and chairs, then install sound and lighting. This prevents cables and equipment from being moved repeatedly.
Schedule a full technical check before guests arrive, not just a quick microphone test. Check every speaker, stand, microphone, cable, lighting position, extension cord, and power connection while the room is still quiet.

Frequently asked questions

How early should I start planning a concert evening?: Start at least 8 to 12 weeks before the concert. Confirm the date, location, performers, repertoire, catering needs, and technical requirements first; invitations and registrations can follow once those details are stable.
How long does it take to set up a concert venue?: Allow at least 3 to 4 hours for a small concert with stage sections, seating, sound equipment, and lighting. Add a separate 30 to 60 minutes for a proper soundcheck and technical adjustments.
How many chairs and tables do I need for a concert evening?: Plan one chair per registered guest, plus 5 to 10 percent extra for late changes or damaged seating. Decide table quantities from the catering layout and keep clear aisles for guests, performers, and equipment rather than filling every open space.
When should I print the concert program booklets?: Print them 3 to 5 days before the concert, after the program and performer information are final. Keep a small buffer for last-minute changes and prepare a few extra copies beyond the expected guest count.

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