How to organise a big band concert without last-minute problems

Start with the date, venue capacity and the band agreement before designing invitations or opening registration. A big band needs more than a stage: confirm the repertoire, set times, technical requirements, musician transport and a changing room early. Then build the visitor plan around the room layout, seating and access routes. The final week is for checking names, dietary requirements, equipment, cables and the running order—not for discovering that the stage or sound system is too small.

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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

1
Confirm date and location
2 people
2
Confirm performance with big band
2 people
3
Book the room
4
Check permits and venue rules
5
Determine capacity and audience layout
2 people
6
Finalize concert program
2 people
7
Confirm the repertoire and set times
2 people
8
Request technical requirements
9
Check the artist contract
10
Coordinate artist transport
11
Reserve catering for musicians
12
Arrange a photographer or registration
13
Design invitations
14
Send invitations
2 people
15
Open online registration form
16
Process registrations
2 people
17
Collect dietary requirements
18
Send registration confirmations
19
Create the final visitor list
20
Share the program and route
21
Reserve chairs and tables
22
Reserve audio equipment
23
Reserve lighting
24
Receive musician list
25
Work out the stage layout
2 people
26
Create technical floor plan
2 people
27
Print the run sheet
28
Create team assignments
29
Create a team contact list
30
Prepare parking information
31
Prepare name badges
32
Prepare meal vouchers
33
Check the shopping list
2 people
34
Do the shopping
2 people
35
Chill drinks
2 people
36
Prepare snacks
3 people
37
Send musician information
38
Open hall
2 people
39
Receive deliveries
2 people
40
Clear the stage and playing area
3 people
41
Set up stage elements
4 people
42
Set up chairs
4 people
43
Set up tables
3 people
44
Connect sound equipment
3 people
45
Test microphones
2 people
46
Install lighting
2 people
47
Set up musician chairs
3 people
48
Set up music stands
3 people
49
Hang up decorations
2 people
50
Set up bar and buffet
3 people
51
Set out dishes and glasses
2 people
52
Arrange snacks on platters
3 people
53
Prepare coffee and tea
2 people
54
Set up the artist room
2 people
55
Perform the technical sound check
4 people
56
Give briefing to the reception team
2 people
57
Check toilets
58
Set up entrance and wayfinding signs
2 people

Event

59
Open the doors
3 people
60
Welcome visitors
4 people
61
Check off registrations
2 people
62
Distribute program
2 people
63
Serve coffee and tea
2 people
64
Serve snacks
3 people
65
Welcome musicians
2 people
66
Escort musicians to the dressing room
67
Announce the performance
68
Support the first concert block
2 people
69
Refill drinks
2 people
70
Take care of the break
3 people
71
Support the second concert block
2 people
72
Serve performers' meal
2 people
73
Announce evening program
74
Assist the evening concert
2 people
75
Restock drinks and snacks
3 people
76
Guide the audience to the exit
3 people
77
Let the artists say goodbye
2 people
78
Collect lost and found items
79
Close the bar
2 people

Aftercare

80
Collect tableware
3 people
81
Sort waste
3 people
82
Tear down audio equipment
3 people
83
Dismantle lighting
2 people
84
Clear away chairs and tables
4 people
85
Clean the hall and entrance
4 people
86
Clean the artists' room
2 people
87
Move materials to storage
3 people
88
Return borrowed materials
2 people
89
Store leftover drinks
2 people
90
Handle the deposit and keys

What to bring

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

Furniture

Visitor chairsqty 170
Musician chairsqty 22
Tablesqty 12
Beer tablesqty 4
Foldable tablesqty 6
Coat racksqty 2
Changing room chairsqty 12
Waste binsqty 8

Equipment

Mixer
Microphonesqty 8
Microphone standsqty 8
Speakersqty 2
Monitor speakersqty 2
Amplifiersqty 2
DI boxesqty 4
Music standsqty 24
Lectern lightingqty 12
Audio cablesqty 16
Power cablesqty 12
Power stripsqty 8
Cable traysqty 10
Extension cordsqty 8
Spare batteriesqty 24

Lighting

Stage spotlightsqty 6
Lighting standqty 2
Atmosphere lightsqty 8
Light filtersqty 6

Tableware

Drinking glassesqty 180
Wine glassesqty 80
Coffee cupsqty 40
Coffee spoonsqty 40
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 18
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knifeqty 2
Serving platters for artistsqty 6

Decorations

Stage drapesqty 4
Tableclothsqty 12
Concert postersqty 10
Directional signsqty 12
Name badgesqty 30
Program standsqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand broomsqty 3

Other

Cloakroom numbersqty 180
Program leafletsqty 180
Pensqty 20
Clipboard foldersqty 6
Cash traysqty 2
Cash register
Cash walletsqty 2

Catering

Groceries

Tips

Confirm the venue and band before inviting anyone. Check the room’s capacity, audience layout, permits and venue rules, then compare them with the band’s contract and technical requirements.
Ask for the full musician list and stage requirements early. A big band may need musician chairs, music stands, microphones, monitors and enough room for the agreed stage layout; leave time to adjust the plan.
Set the concert schedule around soundcheck, doors, sets and breaks. Share the final repertoire and set times with the venue, crew and performers instead of treating the programme as a last-minute handout.
Open registration only after the capacity and seating plan are clear. Track confirmations and dietary requirements, then create the final visitor list close to the event rather than relying on an outdated export.
Check power and cable routes during the venue walk-through. Count audio and power cables, extension cords, power strips, cable trays and spare batteries, and keep access routes clear for visitors and musicians.

Frequently asked questions

How far in advance should I book a big band concert venue?: Book the room as soon as the band’s date is confirmed, preferably several months before the concert. This gives you time to check capacity, permits, venue rules, stage space and equipment availability before invitations go out.
When should I confirm the big band’s technical requirements?: Request the technical requirements when the performance is booked and confirm them again at least 2–4 weeks before the concert. Use the final information to check microphones, mixer, speakers, monitors, amplifiers, stands, cables and power.
When should I send invitations for a big band concert?: Send invitations only after the date, location, programme outline and registration capacity are fixed. Close registration several days before the concert so you can process responses, collect dietary requirements and prepare the final visitor list.
What should I check on the day of a big band concert?: Check the room layout, stage, musician chairs, music stands, soundcheck, lighting and cable routes before doors open. Allow at least 60–90 minutes for setup and technical checks, depending on the venue and band requirements.

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.