Concert party checklist: what to arrange and when

A concert party needs more than a guest list and a stage. You need a clear performance schedule, confirmed performers, suitable sound equipment, music rights, catering and a venue that can handle both the audience and the setup. Work backwards from the event date so invitations, registrations and dietary details are complete before suppliers and performers need final information. On the day, allow time for tables, the cloakroom, lighting, microphones and a full sound check before guests arrive.

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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

Compile guest list
Send invitations
Process registrations
Collect dietary requirements
Record performances and times
2 people
Inform the performers
Reserve venue
Check music rights
Reserve audio equipment
Order catering
Check the shopping list
Do the shopping
2 people
Prepare artist reception
Print the run sheet
Communicate route and parking
Open venue
2 people
Set up tables and chairs
3 people
Set up the cloakroom
2 people
Clear the stage area
2 people
Set up speakers
2 people
Connect microphones
2 people
Test sound system
2 people
Connect the lighting
2 people
Hang decorations
3 people
Chill drinks
2 people
Set up the buffet and bar
3 people
Prepare snacks
3 people
Set out tableware
2 people

Event

Welcome performers
2 people
Welcome guests
2 people
Take coats
2 people
Explain the program
Guide the performances
2 people
Play music between performances
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Collect used dishes
2 people
See off guests
2 people
Return the coat check
2 people

Aftercare

Switch off equipment
2 people
Disconnect sound equipment
2 people
Remove decorations
2 people
Put furniture back
3 people
Collect waste
3 people
Wash dishes
2 people
Clean the bar and kitchen
2 people
Clean the room
3 people
Clean the restrooms
Check stock
Gather borrowed items
2 people
Return equipment
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2
Bar stoolsqty 4

Tableware

Platesqty 70
Glassesqty 80
Coffee cupsqty 30
Cutlery setsqty 70
Serving plattersqty 10
Serving tongsqty 6

Equipment

Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Speaker standsqty 2
Instrument cablesqty 8
Extension cordsqty 6
Power stripsqty 6

Lighting

LED lightsqty 8
String lightsqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
Menusqty 8
Welcome sign

Kitchen

Coolersqty 4
Ice containersqty 2
Coffee maker
Kettlesqty 2
Cutting boardsqty 3
Chef's knifeqty 2
Cool bagsqty 2

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop set
Cleaning glovesqty 4

Catering

Groceries

Tips

Set the performance order and running times several days before the party, then send the final schedule to every performer. Print one run sheet for the organiser and keep a second copy near the stage.
Book the venue and audio equipment early enough to confirm speaker stands, microphones, a mixer, instrument cables, extension cords and power strips are all compatible. Test every connection before doors open.
Close registrations before ordering catering and record dietary requirements in one list. Plan plates, glasses, cutlery, serving platters and serving tongs alongside the food rather than checking them on the event day.
Schedule venue access at least 3 hours before guests arrive. Use the first part for tables, chairs and the cloakroom, then clear the stage area and leave time for speakers, microphones, lighting and a complete sound check.
Chill drinks before the party starts and prepare separate coolers or ice containers for service. Keep coffee cups, a coffee maker and kettles ready so hot drinks do not compete with the bar setup.

Frequently asked questions

How far in advance should I send concert party invitations?: Send invitations about 6 to 8 weeks before the concert party. Set the registration deadline 10 to 14 days before the event so you can confirm numbers, dietary requirements and catering quantities.
How much setup time does a concert party need?: Allow at least 3 hours for venue setup, and 4 hours if the performers use several microphones or instruments. Reserve the final 45 to 60 minutes for lighting checks, sound testing and fixing connection problems.
When should I confirm the concert party running order?: Confirm the running order and each performance time 5 to 7 days before the event. Send the final version to performers and print it on the day so the organiser, stage area and reception team use the same schedule.
How many drinks should I buy for a concert party?: For the first hour, plan on 2 to 3 drinks per guest, then about 1 drink per person per hour. Add non-alcoholic options and chill them at least 4 hours before guests arrive.

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.