How to organise a jazz concert without last-minute problems

Start by securing the venue and jazz band, then work forward from the concert date. Permits, technical requirements and catering need decisions earlier than most organisers expect, especially when the venue has its own sound or power restrictions. Once registrations open, track dietary requirements and prepare visitor information alongside the programme. On the day, allow several hours for stage, seating, microphones, instruments, lighting and drinks before guests arrive.

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
Reserve venue
2
Book a jazz band
3
Check permits
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Book catering
8
Reserve audio equipment
9
Coordinate technical requirements
10
Finalize the program
2 people
11
Send directions
12
Print the visitor list
13
Prepare name badges
2 people
14
Place catering order
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Prepare snacks
3 people
18
Open venue
2 people
19
Set up stage sections
4 people
20
Set up tables
3 people
21
Set up chairs
4 people
22
Set up the sound system
3 people
23
Connect microphones
2 people
24
Set up instruments
3 people
25
Adjust the lighting
2 people
26
Set up bar and buffet
3 people
27
Set out tableware
2 people
28
Hang up the program
29
Set up the cloakroom
2 people
30
Perform the technical sound check
4 people
31
Confirm band call times
32
Welcome performers
2 people
33
Conduct final safety check
2 people

Event

34
Open entrance and registration
3 people
35
Staff the cloakroom
2 people
36
Serve coffee and tea
2 people
37
Serve welcome drinks
3 people
38
Serve appetizers
3 people
39
Give the opening speech
40
Lead the first concert set
2 people
41
Refill drinks
2 people
42
Restock the buffet
2 people
43
Announce break
44
Lead the second concert set
2 people
45
Collect tableware
2 people
46
Serve dinner buffet
4 people
47
Guide the third concert set
2 people
48
Announce the final round
49
See visitors out
3 people

Aftercare

50
Lock the cloakroom
2 people
51
Tear down audio equipment
3 people
52
Pack instruments
3 people
53
Collect waste
3 people
54
Wash dishes
3 people
55
Clear the bar and buffet
3 people
56
Clear tables and chairs
4 people
57
Clean the venue
3 people
58
Dismantle the stage
4 people
59
Dismantle lighting
2 people
60
Return borrowed materials
2 people
61
Store leftover stock
2 people
62
Register lost and found items

What to bring

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

Furniture

Chairsqty 110
Tablesqty 12
Buffet tablesqty 3
Coat racksqty 3
Stage sectionsqty 6
High tablesqty 6
Stoolsqty 12

Tableware

Water glassesqty 120
Wine glassesqty 120
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving utensilsqty 12

Equipment

Mixer
Speakersqty 2
Stage monitorsqty 2
Microphonesqty 4
Microphone standsqty 4
Slide system
Extension cordsqty 8
Power stripsqty 6
DI boxesqty 3
Instrument cablesqty 8
Cash register
Payment terminal
Walkie-talkiesqty 4
Flashlightsqty 4

Lighting

Stage spotlightsqty 6
String lightsqty 4
Battery lampsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Serving traysqty 8
Pouring jugsqty 6

Decorations

Tableclothsqty 12
Menusqty 12
Program postersqty 6
Name badgesqty 120
Pensqty 12
Directional signsqty 12
Entrance signsqty 3

Catering

Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Waste binsqty 8
Floor squeegeesqty 2

Tips

Confirm the venue’s capacity, access time, power supply and sound restrictions before booking the band. A technical check at least 2–3 weeks before the concert can prevent problems with mixers, speakers, monitors, microphones and DI boxes.
Set a firm RSVP deadline, ideally 7–10 days before the concert. Use the final registration list to prepare name badges, order catering and account for dietary requirements instead of guessing quantities.
Do not leave the programme and directions until the final week. Send the running order and travel information at least 5 days before the concert, and print the visitor list before opening the venue.
Build the room from the stage outward: place stage sections, then tables and chairs, followed by the sound system, microphones, instruments and lighting. Allow at least 3 hours for setup and a separate soundcheck before doors open.
Chill drinks and prepare coffee equipment before guests arrive, but keep replenishment in mind. Set out water glasses, wine glasses, plates and serving utensils near the catering area so the first rush does not block the entrance.

Frequently asked questions

How far in advance should I book a jazz band for a concert?: Aim to book the band at least 3–6 months before the concert, especially for a weekend date. Confirm the performance length, number of musicians, stage space, equipment needs and arrival time in writing.
How long does it take to set up a jazz concert?: Allow at least 3 hours for room setup, followed by a 60–90 minute soundcheck. The exact time depends on whether you are bringing in speakers, monitors, microphones, instruments and lighting or using venue equipment.
When should I order catering for a jazz concert?: Place the catering order after registrations close, normally 7–10 days before the event. Keep a small margin for late confirmations and give the caterer the final dietary requirements at the same time.
What technical equipment does a jazz concert need?: Plan for speakers, a mixer, stage monitors, microphones, stands, instrument cables and DI boxes, plus extension cords and power strips where needed. Confirm the band’s exact requirements at least 2 weeks before the concert and test every connection during the soundcheck.

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.