How to organise a jazz concert without last-minute problems

Start by fixing the date, venue and concert format before booking anything else. Then confirm the musicians, build a schedule around soundcheck and doors opening, and plan the room for both the audience and the band. Registrations, dietary requirements, catering, permits and emergency exits need attention well before the event day. On the day itself, allow time to inspect the stage, test every microphone and cable, set out seating and print a run sheet for everyone helping.

Organize this event for free with Lizzt

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
Hire musicians
2 people
3
Set the schedule and times
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Book catering
8
Reserve equipment
9
Reserve chairs and tables
10
Check permits
11
Check emergency exits
2 people
12
Create floor plan
13
Publish promotion
14
Assign volunteers
15
Print the run sheet
16
Gather music files
17
Check the shopping list
2 people
18
Do the shopping
2 people
19
Prepare catering
3 people
20
Collect materials
2 people

Event

21
Open venue
2 people
22
Inspect venue
2 people
23
Check the stage floor
2 people
24
Set up chairs
4 people
25
Set up tables
3 people
26
Set up stage
4 people
27
Connect the sound system
3 people
28
Set up instruments
4 people
29
Install lighting
2 people
30
Hang up decorations
2 people
31
Set up the entrance and coat check
2 people
32
Set up the catering buffet
3 people
33
Chill drinks
2 people
34
Test the equipment
3 people
35
Run the sound check
5 people
36
Staff the registration table
2 people
37
Welcome visitors
3 people
38
Distribute program
2 people
39
Manage the cloakroom
2 people
40
Deliver the welcome speech
41
Lead the first concert set
2 people
42
Serve snacks
3 people
43
Refill drinks
2 people
44
Announce break
45
Restock the buffet
2 people
46
Lead the second concert set
2 people
47
Serve the evening buffet
4 people
48
Artist support
49
Operate lighting
50
Guide the audience
2 people
51
Guide the final concert set
2 people
52
Announce the farewell
53
See visitors out
3 people
54
Lock the cloakroom
2 people
55
Turn off the sound equipment
2 people
56
Chill food leftovers
2 people

Aftercare

57
Collect tableware
3 people
58
Collect waste
3 people
59
Dismantle furniture
4 people
60
Dismantle stage and technical equipment
4 people
61
Clean the venue
4 people
62
Wash dishes
3 people
63
Inventory materials
2 people
64
Return equipment
2 people
65
Return furniture
2 people
66
Return borrowed items
2 people
67
Distribute leftover food
2 people
68
Register lost and found items

What to bring

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

Furniture

Chairsqty 110
Bistro tablesqty 12
Buffet tablesqty 4
Foldable tablesqty 3
Coat racksqty 2
Stoolsqty 8

Equipment

Stage sectionsqty 8
Mixing console
Speakersqty 2
Stage monitorsqty 3
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 3
XLR cablesqty 10
Instrument cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Cable tiesqty 100
Music standsqty 5
Piano stool

Lighting

Stage spotlightsqty 6
Atmosphere lightsqty 10
Light standsqty 2
Extension leads for lightsqty 6

Tableware

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

Kitchen

Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Food warmersqty 4
traysqty 6

Catering

Drink dispensersqty 3
Coffee filtersqty 100
Napkinsqty 300
Menusqty 120
Name badgesqty 120
Groceries

Decorations

Tableclothsqty 16
Stage backdrop
Flower arrangementsqty 8
Menu standsqty 6
Directional signsqty 10
Clothes hangersqty 120

Cleaning

Waste binsqty 8
Mop setsqty 2
Vacuum cleaner
Cleaning bucketsqty 3
Cleaning glovesqty 6

Safety

Flashlightsqty 4
Fire extinguisherqty 2
Floor markingsqty 4

Registration

Registration listsqty 4
Pensqty 20
Wristbandsqty 120
Cloakroom numbersqty 120
Cash box

Tips

Set the performance schedule before sending invitations. Include musician arrival, load-in, soundcheck, doors opening, each set, breaks and the planned finish time; a 30-minute buffer can prevent one delay from affecting the whole evening.
Confirm the technical setup with the musicians, not just the venue. Check the mixing console, speakers, monitors, microphones, DI boxes, stands, cables, power strips and cable mats against the instruments they will actually bring.
Plan the room around sightlines and movement. Draw the floor plan before arranging chairs, bistro tables, buffet tables and coat racks, and keep clear routes to emergency exits and at least one unobstructed route to the stage.
Close food and drink numbers before shopping. Collect dietary requirements when processing registrations, then book catering early enough to confirm portions, serving time and tableware such as glasses, cups and plates.
Treat soundcheck as a scheduled production task, not a quick test. Open and inspect the venue first, check the stage floor and lighting, and have the run sheet, music files and volunteer assignments ready before guests arrive.

Frequently asked questions

How far in advance should I organise a jazz concert?: Start at least 8 to 12 weeks ahead for a small concert. Confirm the venue and musicians first, then allow time for promotion, registrations, catering, permits and equipment reservations.
How long should a jazz concert soundcheck take?: Allow 60 to 90 minutes for a band soundcheck, plus at least 30 minutes for setup and line checks. Schedule it before doors open, with the musicians and sound operator present.
How many chairs and tables do I need for a jazz concert?: Plan one chair per registered seated guest, then add a small reserve if the venue allows it. Finalise table quantities after drawing the floor plan, keeping aisles, emergency exits and equipment access clear.
When should I confirm catering for a jazz concert?: Confirm the caterer and estimated quantities at least 2 to 3 weeks before the concert. Close dietary requirements several days before the event so portions, serving arrangements and tableware can be checked.

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.