How to organise a library concert

A library concert needs a tighter plan than a regular room booking: the audience, artists, bookshelves and refreshments all share one space. Start by securing the room and performers, then build the programme before opening registrations. In the final week, confirm dietary requirements, artist details and attendance numbers. On the day, allow separate time for room setup, sound check, refreshments and the registration table so guests are not arriving while cables are still being connected.

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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
Reserve the room
2
Book artists
3
Set the concert program
2 people
4
Draft invitations
5
Send invitations
6
Publish concert online
7
Process registrations
8
Collect dietary requirements
9
Confirm registrations
10
Confirm artist information
11
Check the shopping list
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Prepare snacks
3 people
15
Inspect the hall and entrance
2 people
16
Set up chairs
4 people
17
Set up the stage area
3 people
18
Connect sound equipment
2 people
19
Set up instruments
2 people
20
Perform sound check
3 people
21
Check the lighting and atmosphere
2 people
22
Set up the catering table
2 people
23
Lay out the programs
24
Signpost the entrance
25
Set up the registration table
2 people

Event

26
Welcome the artists
2 people
27
Welcome visitors
3 people
28
Check off registrations
2 people
29
Serve coffee and tea
3 people
30
Announce the concert
31
Guide music program
2 people
32
Refill drinks
2 people
33
Serve snacks
3 people
34
Announce break
35
Accompany artists
36
See visitors out
2 people

Aftercare

37
Turn off the sound equipment
2 people
38
Wash dishes
3 people
39
Clean up catering
3 people
40
Clear away chairs and tables
4 people
41
Clean the room
3 people
42
Take out the trash
2 people
43
Return borrowed materials
2 people
44
Store leftover stock
2 people

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Bar stoolsqty 4
Clothes racksqty 2

Tableware

Coffee cupsqty 100
Glassesqty 120
Pastry platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Coffee potsqty 4
Teapotsqty 3

Kitchen

Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Equipment

Sound system
Microphonesqty 3
Microphone standsqty 3
Music standsqty 5
Extension cordsqty 6
Power stripsqty 4
Gaffer tapeqty 3

Lighting

LED lightsqty 6
Mood lightingqty 4

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Program boardsqty 4
Directional signsqty 6
Poster puttyqty 4
Photo framesqty 3

Cleaning

Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Book the room and artists first, then set the concert programme before drafting invitations. Keep the programme specific enough to publish, including running order and expected finish time.
Open registrations only after the programme and practical details are fixed. Close or review registrations at least 3 days before the concert so you can confirm numbers, dietary requirements, seating and refreshments.
Schedule the sound check at least 90 minutes before doors open. Test every microphone, stand, instrument connection, extension cord and power strip in the exact stage position, then secure loose cables with gaffer tape.
Set up the entrance and registration table before the audience arrives. Put out directional signs, programmes and a clear place for coats; these small details are often left until after the first guests are already waiting.
Prepare coffee, tea, chilled drinks and snacks before the concert starts, but keep serving trays and catering equipment away from the sound area. Allow 30 minutes before doors open to arrange cups, glasses, plates, cutlery and serving utensils.

Frequently asked questions

How far in advance should I organise a library concert?: Reserve the room and book the artists at least 6 to 8 weeks ahead. Set the programme and publish the event no later than 3 to 4 weeks before the concert, leaving the final 3 days for confirmations and shopping.
When should I send invitations for a library concert?: Send invitations as soon as the programme, date, time and registration method are confirmed, usually 3 to 4 weeks before the event. Send a reminder 3 to 5 days beforehand with arrival instructions and the expected finish time.
How much time do I need to set up a library concert?: Allow at least 2 hours before doors open: about 45 minutes for chairs, stage and catering, 45 minutes for instruments and sound equipment, and 30 minutes for lighting, signs and the registration table. Keep at least 90 minutes of that window available for the sound check.
When should I confirm registrations and dietary requirements?: Review registrations 3 days before the concert and contact anyone whose information is incomplete. Use the final number to prepare refreshments, seating and programmes, then make a last check on the morning of the event.

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