Guitar Concert Checklist

A guitar concert needs more than confirmed musicians and a room. You also need a workable performance order, reliable sound equipment, clear access arrangements, and enough time for setup and soundcheck. This checklist puts the work in a practical order, from reserving the venue and confirming artists to preparing the stage, refreshments, and performers’ area. Use it to avoid the details that are often left until the last hour, such as cable safety, spare strings, printed programs, and chilled drinks.

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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

Reserve the venue and hall
Reserve audio equipment
Confirm performers
Set the performance order
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Print the program
Send artist information
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check guitars and accessories
2 people
Gather technical equipment
2 people
Arrange keys and access

Event

Open hall
2 people
Clear the stage area
3 people
Set up tables and chairs
4 people
Set up stage cloth and decorations
2 people
Set up the sound system
3 people
Connect microphones
2 people
Connect the instruments
2 people
Perform sound check
3 people
Welcome performers
2 people
Set up artist room
2 people
Lay out program booklets
Set up the bar and buffet
3 people
Set up the cash register and payment point
2 people
Set up the entrance and coat check
2 people
Welcome the audience
3 people
Announce the program
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Clear buffet and tables
2 people
Handle audience questions
Assist performers
Close the register
2 people
See the audience out
2 people

Aftercare

Take down the sound system
3 people
Pack instruments
2 people
Put furniture back
4 people
Wash dishes
3 people
Clean the room
3 people
Collect waste
2 people
Empty and clean coolers
2 people
Return borrowed materials
2 people
Collect lost property

What to bring

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

Furniture

Chairsqty 110
Tablesqty 10
Bar stoolsqty 4
Coat racksqty 2
Foldable tablesqty 3

Equipment

Audio mixer
Speakersqty 2
Subwoofer
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 3
Guitar amplifiersqty 3
Monitor speaker
Audio cablesqty 12
Power extension cablesqty 8
Power stripsqty 6
Cable matsqty 8
Music standsqty 4
Guitar standsqty 6
Voting devicesqty 3
Spare guitar stringsqty 6
Picksqty 30

Lighting

Stage lightsqty 4
Atmosphere lightsqty 6

Decorations

Stage carpet
Program boardsqty 3
Tableclothsqty 10

Tableware

Glassesqty 120
Coffee cupsqty 50
Platesqty 120
Cutlery setsqty 120

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 6
Scissorsqty 3
Kitchen knivesqty 3
Cutting boardsqty 3

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Reserve the venue and sound equipment before sending invitations. Confirm the room’s access time, available power, seating capacity, and whether speakers, microphones, DI boxes, amplifiers, and monitor speakers are included.
Set the running order at least one week before the concert and send each artist the arrival time, performance slot, stage setup, and access instructions. Allow extra time between acts if guitars or microphones need to be changed.
Schedule setup so the sound system is built and tested before guests arrive. Plan at least 60 minutes for speaker and mixer setup, cable routing, instrument connections, and a full soundcheck.
Prepare a small guitar emergency kit instead of relying on artists to bring everything. Keep spare strings, plectrums, tuners, guitar stands, instrument cables, and power extensions together and easy to reach.
Collect dietary requirements with RSVPs and finish food and drink preparation before doors open. Chill drinks in advance, set out glasses and cups, and keep a written attendee list for last-minute changes.

Frequently asked questions

How long does it take to set up a guitar concert?: Allow at least 2 hours for a small concert with a basic stage setup. This should cover arranging chairs and tables, building the sound system, connecting microphones and instruments, checking cables, and completing the soundcheck before guests arrive.
When should I confirm guitar concert performers?: Confirm the performers no later than 4 to 6 weeks before the concert. Send the final running order, arrival time, technical requirements, and access details at least 7 days before the event.
How much time should I allow for a guitar concert soundcheck?: Reserve 30 to 45 minutes for the soundcheck, plus setup time. Test every microphone, DI box, amplifier, monitor, cable, and instrument connection rather than checking only the first act.
How many drinks do I need for a guitar concert?: Plan 2 to 3 drinks per guest for the first hour, then about 1 drink per person per additional hour. Add water and non-alcoholic options, and chill the drinks before doors open.

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