How to organise a listening concert without last-minute problems

A listening concert depends on a quiet, well-prepared room and a reliable technical setup. Start by confirming the performer, programme and venue, then work backwards from the arrival time to schedule registration, catering and the soundcheck. Audience comfort matters too: chairs, coat storage, clear directions and suitable lighting should be ready before guests arrive. The most common delays come from untested cables, incomplete dietary information and setting up the buffet during the final technical checks.

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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 venue and chairs
2
Confirm the performer and program
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Calculate catering quantities
7
Share the program and route
8
Checking equipment and power
2 people
9
Check the shopping list
10
Do the shopping
2 people
11
Chill snacks and drinks
2 people
12
Print registration list and badges
13
Open venue
2 people
14
Check the space and toilets
2 people
15
Set up tables and chairs
4 people
16
Clear the stage area
2 people
17
Set up the sound system
3 people
18
Connect microphones and instruments
2 people
19
Set up lighting and ambient lighting
2 people
20
Perform sound check
3 people
21
Welcome the artist
22
Set up the catering buffet
3 people
23
Set up the reception table
2 people
24
Putting up the program and signage
2 people
25
Staff opening briefing
4 people

Event

26
Welcome and register visitors
3 people
27
Serve coffee and tea
2 people
28
Deliver the welcome speech
29
Guide the first concert segment
2 people
30
Restock break buffet
2 people
31
Refill drinks
2 people
32
Lead the break
3 people
33
Guide second concert part
2 people
34
Serve evening snacks
3 people
35
Keep drinks topped up
2 people
36
Assist with the third concert segment
2 people
37
Coordinate the farewell and visitor exit flow
3 people

Aftercare

38
Pack up unused catering
2 people
39
Collect tableware and glasses
3 people
40
Switch off equipment
2 people
41
Take down the sound system
3 people
42
Clear tables and chairs
4 people
43
Collect and sort waste
2 people
44
Wash dishes
3 people
45
Clean the room
3 people
46
Clean the restrooms
47
Lock up the venue
2 people
48
Return materials
2 people
49
Store remaining supplies

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Changing room table
Coat racksqty 3
Coat racksqty 2

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Monitor speaker
Music standsqty 4
DI boxqty 2
XLR cablesqty 8
Jack cablesqty 4
Laptop
Laptop stand
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Lighting

Stage lightsqty 4
Atmosphere lightsqty 8
Light standsqty 4

Tableware

Water glassesqty 70
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 70
Cake platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4

Decorations

Tableclothsqty 8
Program standsqty 4
Directional signsqty 8
Name badgesqty 70
Pensqty 10
Printer paper
Sticky tackqty 4
Table numbersqty 8

Catering

Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Vacuum cleaner
Cleaning glovesqty 6

Tips

Set a firm soundcheck slot before sending the programme. Allow at least 60 minutes to connect the mixer, microphones, instruments, monitor speaker and active speakers, then leave time to correct noise or power problems.
Confirm the room layout before the day itself. Place chairs so every guest can see the performance area, keep the stage clear, and leave a practical route between the reception table, seating and toilets.
Process registrations as they arrive and print the registration list and badges before opening the venue. Keep dietary requirements with the catering quantities rather than trying to collect them at the door.
Test every cable and power point before the performer arrives. Use extension cords, power strips and gaffer tape safely, and check the laptop, DI box, microphones and lighting as one complete system.
Finish guest-facing setup before the final soundcheck. Put up the programme and route information, prepare the buffet and reception table, chill drinks and snacks, and brief the staff before doors open.

Frequently asked questions

How long does it take to set up a listening concert?: Allow around 3 hours for venue access and setup, including chairs, tables, reception, catering, signage, lighting and the sound system. Schedule the soundcheck within that period, with at least 60 minutes reserved for technical testing.
When should I confirm the performer and programme?: Confirm both before invitations are sent, ideally at least 4 weeks before the concert. Guests need the programme and practical route information early, and the final programme is needed for signage and the staff briefing.
How much catering should I arrange for a listening concert?: Calculate quantities from the final registration list, including dietary requirements, no later than 3 days before the event. Prepare drinks, snacks and serving equipment before guests arrive so catering does not overlap with the soundcheck.
What should I check before opening the venue?: Complete one room check at least 60 minutes before doors open. Check toilets, chairs, coat racks, signage, stage clearance, power, microphones, speakers, lighting and the printed registration list.

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.