How to organise a guitar concert from start to finish

A guitar concert works best when artistic planning and production planning happen together. Start by confirming the date and venue, then book the performers and collect their technical requirements before reserving sound, stage and lighting equipment. Build the programme and audience plan early so invitations, registrations, catering and access control are based on real numbers. In the final week, focus on the stage layout, run sheet, seating, cables, power and volunteer roles rather than leaving them for the event day.

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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
Book performers
2 people
3
Check permits
4
Check insurance
5
Book catering
6
Reserve equipment
7
Compile program
2 people
8
Design invitations
9
Send invitations
2 people
10
Open registrations
11
Publish promotion
2 people
12
Gather artist information
13
Gather technical requirements
14
Process registrations
2 people
15
Collect dietary requirements
16
Send audience information
17
Assign volunteers
2 people
18
Plan access control
19
Confirm the catering menu
2 people
20
Draw stage layout
2 people
21
Arrange seating
2 people
22
Print the run sheet
23
Make name badges
24
Check the shopping list
25
Do the shopping
2 people
26
Check the equipment
2 people
27
Confirm artist reception
28
Pick up venue keys

Event

29
Chill drinks
2 people
30
Open venue
2 people
31
Set up stage sections
4 people
32
Set up tables
3 people
33
Set up chairs
4 people
34
Set up the cloakroom
2 people
35
Hang up decorations
2 people
36
Set up lighting equipment
2 people
37
Connect the sound system
3 people
38
Set up instruments
3 people
39
Set up the catering buffet
3 people
40
Prepare coffee and tea
2 people
41
Test the equipment
3 people
42
Test the lighting plan
2 people
43
Run the sound check
4 people
44
Welcome performers
2 people
45
Set up the artists' cloakroom
46
Set up the entrance desk
2 people
47
Welcome the audience
4 people
48
Check tickets
2 people
49
Distribute program
2 people
50
Staff the cloakroom
2 people
51
Give the opening speech
52
Support the concert
3 people
53
Serve break catering
3 people
54
Refill drinks
2 people
55
Restock the buffet
2 people
56
Answer audience questions
2 people
57
Coordinate stage changes
3 people
58
Do safety rounds
2 people
59
Announce the closing
60
See the crowd off
3 people
61
Pack instruments
3 people
62
Turn off the sound system
2 people
63
Clean up catering
3 people

Aftercare

64
Dismantle furniture
4 people
65
Collect waste
3 people
66
Wash dishes
3 people
67
Clean the venue
4 people
68
Clean the restrooms
2 people
69
Remove decorations
2 people
70
Inventory equipment
2 people
71
Lock up the venue
2 people
72
Return equipment
2 people
73
Return furniture
2 people
74
Pay performers
75
Return borrowed items
2 people
76
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

Ask each performer for an input list, monitor needs and amplifier requirements before booking equipment. A guitar setup may need DI boxes, microphones, monitors and more power outlets than the venue’s standard package provides.
Set a registration deadline several days before the concert and use the final count for chairs, catering, name badges and dietary requirements. Keep a small buffer for late guests, but do not order everything from an early estimate.
Draw the stage layout before equipment arrives, including stage sections, steps, amplifiers, microphone stands, music stands and cable routes. Leave clear access to the instruments and tape every cable crossing with gaffer tape.
Prepare one printed run sheet for every person who needs timing information, including performers, sound crew, catering and volunteers. Include soundcheck, doors open, programme changes and the planned finish time.
Walk through audience access at least once before the concert. Decide who checks registrations, where coats go, how late arrivals enter and who answers practical questions so performers are not interrupted.

Frequently asked questions

How far in advance should I book musicians for a guitar concert?: Start contacting performers at least 3 to 6 months before the concert, especially if you need several artists or a specific date. Confirm the booking in writing before publishing invitations or promotion.
When should I collect technical requirements from guitarists?: Collect them immediately after a performer accepts, ideally at least 6 weeks before the concert. Recheck the list 7 to 10 days before the event so changes to amplifiers, microphones, monitors or DI boxes do not appear during setup.
How many chairs do I need for a guitar concert?: Use the confirmed registration total as your baseline and prepare seating for roughly 5% more people if the venue allows it. Finalise the number 3 to 5 days before the concert, when cancellations and dietary details are clearer.
What should be ready on the day of a guitar concert?: Have the stage layout, equipment, seating, printed run sheet, name badges, access-control plan and catering confirmed before doors open. Allow at least 2 to 3 hours for setup, soundcheck, lighting checks and resolving missing cables or power connections.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.