Farewell Concert Checklist

A farewell concert needs more than a programme and a stage. You need to coordinate performers, rehearsal time, sheet music, sound equipment, catering and the farewell moment without leaving key decisions until the last week. Start with the date, programme and venue, then work through permissions, invitations and registrations. In the final days, confirm dietary requirements, chill the drinks, prepare snacks and test every microphone, stand, cable and speaker.

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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

Set the date and program
2 people
Reserve venue
2 people
Check permits
Check insurance
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Print the program
2 people
Inform the performers
2 people
Plan rehearsal
2 people
Check the repertoire
2 people
Collect sheet music
2 people
Copy sheet music
2 people
Write speeches
2 people
Prepare the farewell moment
3 people
Book host
Book photographer
Book catering
2 people
Create a shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Order flowers
Buy a gift
2 people
Print guest list
Create the crew schedule
2 people
Pick up keys
Open venue
2 people
Check rooms
2 people
Clear the stage area
4 people
Set up tables
4 people
Set up chairs
6 people
Set up the entrance table
2 people
Hang up decorations
3 people
Place flowers
2 people
Place the memorial board
2 people
Hang lights
3 people
Set up sound equipment
3 people
Connect microphones
2 people
Set up instruments
6 people
Set up music stands
4 people
Prepare sheet music
3 people
Perform sound check
3 people
Perform lighting test
2 people
Clear fire exits
2 people
Check toilets
2 people
Set up the catering buffet
4 people
Set up the drinks buffet
3 people
Lay out the programs
2 people
Test the cash register and payment methods
2 people

Event

Open the doors
2 people
Welcome guests
4 people
Check off registrations
2 people
Hand out programs
2 people
Manage the cloakroom
2 people
Escort audience to the hall
2 people
Announce the concert
Perform music pieces
20 people
Deliver speeches
Guide the farewell moment
3 people
Take photos
Serve snacks
4 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Collect tableware
2 people
Check toilets periodically
Remove waste regularly
2 people
See guests out
3 people

Aftercare

Collect lost and found items
2 people
Pack up instruments
6 people
Disconnect sound equipment
3 people
Dismantle lighting equipment
3 people
Clear away music stands
4 people
Collect sheet music
3 people
Remove decorations
3 people
Bring flowers
Clean up catering
4 people
Wash dishes
3 people
Empty the coolers
2 people
Collect waste
3 people
Fold up the tables
4 people
Stack chairs
4 people
Sweep hall
2 people
Mop the hall
2 people
Clean the restrooms
2 people
Clean the kitchen
2 people
Final venue check
2 people
Return keys
Return borrowed materials
2 people
Store leftover stock
2 people
Archive photos securely

What to bring

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

Furniture

Tablesqty 8
Chairsqty 180
Stoolsqty 8
Coat racksqty 2
Table skirtsqty 8
Clothes hangersqty 180

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 100
Dessert platesqty 180
Pastry forksqty 180
Teaspoonsqty 100
Serving utensilsqty 12

Kitchen

Coolersqty 4
Thermos flasksqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8
Ladlesqty 4
Measuring cupsqty 2

Equipment

Mixer
Speakersqty 2
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Music standsqty 24
Spare batteriesqty 16
Piano stool
Laptop
USB stickqty 2
Music stand lightsqty 12
Spare fusesqty 10
Toolbox
Cable tiesqty 100
Gaffer tapeqty 4

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Light standsqty 4

Decorations

Farewell banner
Balloonsqty 100
Balloon ribbonqty 2
Flower vasesqty 6
Photo framesqty 8
Memorial plaque
Adhesive hooksqty 20
Table décorqty 8
Name badgesqty 40
Pensqty 12
Tapeqty 6
Ropeqty 2
Scissorsqty 4

Catering

Groceries
Cash box
Payment terminal

Cleaning

Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8
Trash bin labels

Tips

Set the date and programme before contacting the venue or performers. Allow at least 60–90 minutes for rehearsal if several musicians or speakers are involved.
Reserve the venue early enough to confirm its capacity, furniture and technical limits. Check whether you need permits or insurance before sending invitations.
Send invitations only after the programme and registration method are clear. Close registrations several days before the concert so you can confirm dietary requirements and final catering numbers.
Prepare the farewell moment separately from the concert programme. Write speeches, arrange the gift and confirm who will lead the moment at least one week before the event.
Test the sound setup before guests arrive: connect the speakers, microphones, stands and audio cables, then run a short rehearsal with every performer. Chill drinks and prepare snacks on the same day, while keeping serving trays and platters ready for quick setup.

Frequently asked questions

How far in advance should I plan a farewell concert?: Start planning at least 8–12 weeks ahead. That gives you time to reserve the venue, confirm performers, send invitations and arrange catering, equipment and any required permits.
How long should a farewell concert rehearsal be?: Allow 60–90 minutes for a full rehearsal, including microphone and speaker checks. Schedule extra time if performers need to review sheet music or the programme includes speeches.
When should I send farewell concert invitations?: Send invitations about 4–6 weeks before the concert. Set the registration deadline 7–10 days before the event so you can confirm attendance, dietary requirements and catering quantities.
What sound equipment does a farewell concert need?: Plan for speakers, microphones, microphone stands, speaker stands and compatible audio cables. Test the complete setup at least once before the event and again during the final rehearsal.

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.