Guitar concert checklist: what to arrange and when

A guitar concert depends on more than booking the performers and putting chairs in a room. You need time to confirm permits, insurance, technical requirements, registrations, catering and the stage layout. This checklist takes you from the first date and venue decisions through audience information, access control and the final shopping check. It also covers details that are often left too late, such as DI boxes, monitor placement, cable safety and collecting dietary requirements.

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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
2 people
Book performers
2 people
Check permits
Check insurance
Book catering
Reserve equipment
Compile program
2 people
Design invitations
Send invitations
2 people
Open registrations
Publish promotion
2 people
Gather artist information
Gather technical requirements
Process registrations
2 people
Collect dietary requirements
Send audience information
Assign volunteers
2 people
Plan access control
Confirm the catering menu
2 people
Draw stage layout
2 people
Arrange seating
2 people
Print the run sheet
Make name badges
Check the shopping list
Do the shopping
2 people
Check the equipment
2 people
Confirm artist reception
Pick up venue keys

Event

Chill drinks
2 people
Open venue
2 people
Set up stage sections
4 people
Set up tables
3 people
Set up chairs
4 people
Set up the cloakroom
2 people
Hang up decorations
2 people
Set up lighting equipment
2 people
Connect the sound system
3 people
Set up instruments
3 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Test the equipment
3 people
Test the lighting plan
2 people
Run the sound check
4 people
Welcome performers
2 people
Set up the artists' cloakroom
Set up the entrance desk
2 people
Welcome the audience
4 people
Check tickets
2 people
Distribute program
2 people
Staff the cloakroom
2 people
Give the opening speech
Support the concert
3 people
Serve break catering
3 people
Refill drinks
2 people
Restock the buffet
2 people
Answer audience questions
2 people
Coordinate stage changes
3 people
Do safety rounds
2 people
Announce the closing
See the crowd off
3 people
Pack instruments
3 people
Turn off the sound system
2 people
Clean up catering
3 people

Aftercare

Dismantle furniture
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Remove decorations
2 people
Inventory equipment
2 people
Lock up the venue
2 people
Return equipment
2 people
Return furniture
2 people
Pay performers
Return borrowed items
2 people
Send follow-up message to visitors

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
High tablesqty 6
Long tablesqty 8
Chairsqty 120
Folding chairsqty 10
Coat racksqty 3
Stoolsqty 6

Equipment

Mixing console
PA speakersqty 2
Stage monitorsqty 2
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Guitar amplifiersqty 3
Bass amplifier
Guitar standsqty 6
Music standsqty 6
Cable reelsqty 6
Extension cordsqty 10
Audio cablesqty 15
Power stripsqty 8
Gaffer tapeqty 6
Entrance desk
Cloakroom numbersqty 150
Cash register
Card payment terminal
Fire blanketsqty 2
Flashlightsqty 4
Walkie-talkiesqty 6
First aid kitsqty 2
Batteriesqty 24
Tool casesqty 2
Spare guitar stringsqty 6
Guitar tunersqty 3
Spare guitar cablesqty 6
Guitar picksqty 50
Guitar footstoolsqty 4
Instrument casesqty 6

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 6
Stage lightingqty 4

Tableware

Water glassesqty 140
Wine glassesqty 80
Coffee cupsqty 80
Dessert platesqty 140
Pastry forksqty 140
Coffee spoonsqty 80
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Serving spoonsqty 8
Serving traysqty 8

Decorations

Stage drapesqty 4
Music postersqty 8
Table runnersqty 8
Flower arrangementsqty 6
Program standsqty 4
Directional signsqty 8
Name badgesqty 30
Printer paperqty 2
Program leafletsqty 130
Tapeqty 6
Scissorsqty 4
Cable tiesqty 100

Catering

Groceries
Coolersqty 4
Drink cratesqty 12
Buffet traysqty 10
Bread basketsqty 6
Napkin holdersqty 8
Coffee potsqty 4
Teapotsqty 3
Milk jugsqty 6
Ice packsqty 20

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Vacuum cleaner
Toilet brushesqty 4
Cleaning glovesqty 6

Tips

Confirm the performers’ technical requirements before reserving equipment. Ask how many microphones, DI boxes, guitar amplifiers, monitors and music stands they need, then match that list to the venue’s power supply and stage space.
Draw the stage layout before arranging seating. Leave clear routes for stage steps, cable reels and access control, and use gaffer tape to secure audio cables and extension cords before the audience arrives.
Set a firm deadline for registrations and dietary requirements. Send audience information after that deadline so arrival instructions, seating, access arrangements and the confirmed catering menu are accurate.
Print the run sheet and prepare name badges before the event day. Keep the programme, performer information and volunteer assignments together so the front-of-house team can answer questions without interrupting the concert.
Check lighting and tableware during the final venue walk-through, not during soundcheck. Test the LED spotlights, stage lighting and mood lighting, then count chairs, water glasses, wine glasses and coffee cups against the expected audience and catering plan.

Frequently asked questions

How far in advance should I book performers for a guitar concert?: Start contacting performers at least 3 to 6 months before the concert, especially if you have a fixed date or more than one act. Confirm the booking in writing before publishing invitations or promotion.
When should I check permits and insurance for a guitar concert?: Check both within the first 2 weeks of choosing the date and location. Allow at least 4 to 6 weeks for any permit process, and do not assume the venue’s insurance covers performers, equipment or volunteers.
How long before the concert should I confirm the sound equipment?: Gather the artists’ technical requirements 6 to 8 weeks before the event and reserve the mixing console, PA speakers, microphones, monitors, amplifiers and cables immediately afterward. Reconfirm the equipment and stage layout 7 days before the concert.
When should I send audience information for a guitar concert?: Send the practical audience message 5 to 7 days before the concert, after registrations and dietary requirements are closed. Include arrival time, access details, seating information and any changes to the programme or catering.

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