Guitar Concert Planning Checklist

A guitar concert depends on more than booking musicians and putting out chairs. You need a confirmed programme, a reliable sound setup, a clear arrival plan and enough time for soundcheck before guests enter. This checklist takes you from the first decisions through ticketing, catering and the final microphone check. It also helps prevent late jobs such as confirming technical requirements, cooling drinks and printing the running order.

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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
Book performers
2 people
Confirm venue
Check permits
Set the budget
2 people
Gather technical requirements
2 people
Reserve an audio supplier
Set up ticket sales
2 people
Send invitations
2 people
Publish promotion
2 people
Process registrations
Collect dietary requirements
Order catering
Schedule volunteers
2 people
Print the run sheet
Confirm artist information
Check the weather forecast
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people

Event

Open venue
2 people
Receive deliveries
2 people
Check the stage floor
2 people
Set up the sound system
3 people
Set up microphones
2 people
Connect the instruments
2 people
Set up lighting
2 people
Set up seating
3 people
Set up the entrance desk
2 people
Set up the cloakroom
2 people
Build the catering buffet
3 people
Set up the bar
2 people
Hang up the program
Place route signs
2 people
Hang up decorations
2 people
Check toilets
Prepare first aid supplies
Welcome performers
2 people
Set up the artist room
2 people
Run the sound check
4 people
Taste and check catering
2 people
Test the checkout and entrance
2 people
Check public area
2 people
Open the doors
3 people
Welcome visitors
3 people
Check tickets
2 people
Staff the cloakroom
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Lead the first concert set
3 people
Restock break buffet
2 people
Inform the audience
Lead the second concert set
3 people
Artist support
Set up evening catering
3 people
Serve the evening buffet
3 people
Guide the third concert set
3 people
Handling audience questions
Lead the final
3 people
Guide the audience out after the farewell
3 people
Manage coat check
2 people
Close the register
2 people

Aftercare

Switch off equipment
2 people
Clean up catering
3 people
Collect waste
3 people
Clear away chairs and tables
4 people
Dismantle the sound system
3 people
Dismantle lighting
2 people
Clean the venue
4 people
Wash dishes
2 people
Count inventory
Register lost and found items
Return rental items
2 people
Check out the artists
Collect invoices
Make payments

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Concert chairsqty 110
Beer tablesqty 8
Bar stoolsqty 6
Buffet tablesqty 4
Entrance table
Coat racksqty 3
Artists' loungeqty 2
Waste binsqty 8

Tableware

Water glassesqty 120
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 120
Dessert platesqty 100
Forksqty 120
Knivesqty 120
Spoonsqty 100
Coffee spoonsqty 80
Serving spoonsqty 12

Equipment

Mixer
PA speakersqty 2
Subwoofersqty 2
Stage monitorsqty 3
Guitar microphonesqty 4
Vocal microphonesqty 2
Microphone standsqty 6
DI boxesqty 4
Guitar amplifiersqty 3
Guitar cablesqty 8
XLR cablesqty 12
Power stripsqty 8
Extension cordsqty 10
Cable rampsqty 8
Guitar standsqty 6
Music standsqty 4
Voting devicesqty 3
Spare guitar stringsqty 6
Spare batteriesqty 24
Laptop
Headset

Lighting

LED spotlightsqty 8
Light standsqty 2
Work lightsqty 4
Mood lightingqty 6

Decorations

Concert postersqty 12
Stage drapesqty 3
Table runnersqty 8
Menusqty 20
Name badgesqty 20
Directional signsqty 10

Catering

Groceries

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving plattersqty 16
Serving trays with lidsqty 8
Scissorsqty 4
Corkscrewsqty 4
Bottle openersqty 4
Ice spoonsqty 2

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 8
All-purpose cleanerqty 4
Glass cleanerqty 2
Disinfectant sprayqty 4
Microfiber clothsqty 24
Paper towelsqty 12
Toilet brushesqty 4
Toilet plungersqty 2

Safety

First aid kit
Flashlightsqty 4
Fire extinguishersqty 2
Cable markers
Barrier tapeqty 2

Other

Ticket rollsqty 4
Cloakroom numbersqty 300
Pensqty 20
Markersqty 8
Tapeqty 8
Gaffer tapeqty 8
Staplersqty 2
Staplesqty 4
Cash drawer
Payment terminal
Cash box
Program flyersqty 150
Wristbandsqty 150
Clothes hangersqty 150
Storage cratesqty 12
Transport cartsqty 2
Umbrella standqty 2
Artist passesqty 20

Tips

Confirm each artist’s technical requirements before booking the sound supplier. Ask about microphones, DI boxes, guitar amplifiers, monitor mixes and power needs so the equipment list is complete at least two weeks before the concert.
Build the schedule around soundcheck, not just the performance. Allow at least 90 minutes for setup and soundcheck, then keep the stage clear long enough for the engineer to test vocal microphones, guitar microphones and monitors.
Set ticketing and guest administration early. Send invitations and publish promotion at least three weeks before the concert, then collect dietary requirements and final attendance numbers no later than 7 days before catering.
Plan the room in separate zones: concert chairs facing the stage, an entrance table for check-in, and a drinks or buffet area that does not block sightlines. Keep a clear route from the artist bench and storage area to the stage.
Use the final week for confirmations rather than new decisions. Check the weather, reconfirm artist arrival times and deliveries, print the running order, and schedule volunteers so the venue can open at least 2 hours before doors.

Frequently asked questions

How far in advance should I book musicians for a guitar concert?: Contact and contract the artists as soon as the date and programme are agreed. Aim to have contracts and technical requirements confirmed at least 8 to 12 weeks before the concert, especially if several performers are involved.
How much time do I need for guitar concert soundcheck?: Allow at least 90 minutes for equipment setup and soundcheck for a small concert. Add 30 to 45 minutes per additional act if the backline, monitor mix or stage layout changes between performers.
When should I order catering for a guitar concert?: Collect dietary requirements and a final attendance estimate 7 days before the event. Place the catering order after that count, then prepare drinks and food on the event day with enough time for delivery checks and setup before doors open.
What should happen on the day of a guitar concert?: Open the venue at least 2 hours before guests arrive. Receive deliveries, check the stage floor, build the sound system, place microphones and complete the soundcheck before the entrance area becomes busy.

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