How to organise a New Year's concert

A New Year's concert needs more than a confirmed date and a good programme. Start by securing the venue, artists, permissions and technical requirements, then build the guest process around the finished schedule. Catering, transport and rights checks should be closed before the final week. On the day itself, the run sheet, contact list, room check and sound setup keep the concert moving while guests arrive, eat and find their seats.

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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
Set the date and program
2 people
2
Confirm performers
2 people
3
Reserve venue
4
Check permits
5
Check insurance
6
Draft invitations
2 people
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Collect artist information
11
Gather technical requirements
2 people
12
Book catering
13
Check music rights
14
Print the program
2 people
15
Order wristbands or tickets
16
Confirm artist transport
17
Print the run sheet
2 people
18
Print contact list
19
Check the weather forecast
20
Create the final visitor list
2 people
21
Do the shopping
3 people
22
Prepare catering
4 people
23
Chill drinks
2 people
24
Pick up venue keys
25
Check rooms
2 people
26
Check the stage
2 people
27
Set up sound equipment
4 people
28
Set up lighting
3 people
29
Set up instruments
3 people
30
Test microphones
2 people
31
Perform sound check
4 people
32
Test the lighting plan
2 people
33
Set up chairs
4 people
34
Set up tables
3 people
35
Set up the entrance
2 people
36
Set up the cloakroom
2 people
37
Set up the catering buffet
4 people
38
Set out tableware and cutlery
2 people
39
Hang decorations
3 people
40
Put up the New Year sign
41
Clear emergency routes
2 people
42
Check toilets
43
Give staff briefing
2 people

Event

44
Welcome performers
2 people
45
Open the doors
3 people
46
Welcome visitors
4 people
47
Distribute program
2 people
48
Manage the cloakroom
2 people
49
Give the opening speech
50
Run the concert program
8 people
51
Serve break drinks
4 people
52
Serve snacks
4 people
53
Refill drinks
2 people
54
Perform the second concert set
8 people
55
Serve New Year’s drinks
5 people
56
Guide visitors
3 people
57
Operate sound and lighting
2 people
58
Announce the farewell
59
Close doors
2 people
60
See off the artists
2 people

Aftercare

61
Clear out the cloakroom
2 people
62
Clear away food and drinks
4 people
63
Wash dishes
3 people
64
Collect waste
3 people
65
Clean the venue
4 people
66
Remove decorations
3 people
67
Tear down audio equipment
4 people
68
Dismantle lighting
3 people
69
Put furniture back
4 people
70
Inventory materials
2 people
71
Return borrowed items
2 people
72
Hand over the venue
2 people
73
Register lost and found items
74
Send thank-you message

What to bring

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

Furniture

Chairsqty 180
Tablesqty 12
Foldable tablesqty 4
Coat racksqty 4
Stage sectionsqty 6
Music standsqty 12
Stoolsqty 8

Tableware

Wine glassesqty 180
Water glassesqty 180
Coffee cupsqty 100
Platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Carafesqty 20

Equipment

Microphonesqty 8
Microphone standsqty 8
Speakersqty 4
Mixing console
DI boxesqty 4
Music stand lightsqty 12
Extension cordsqty 12
Power stripsqty 8
Cable traysqty 8
Laptop
Spare batteriesqty 24

Lighting

Stage spotlightsqty 6
Mood lightingqty 12
String lightsqty 8
Emergency lightingqty 4

Decorations

Gold garlandsqty 12
Balloonsqty 150
Balloon weightsqty 12
New Year's signqty 2
Tableclothsqty 16
Menu standsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 6
Ice containersqty 4
Serving utensilsqty 24
Cutting boardsqty 4
Knivesqty 8
Bottle openersqty 6
Corkscrewsqty 4
Waste binsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Laundry basketsqty 4

Catering

Groceries

Tips

Lock the date, programme and venue before sending invitations. Keep a written version of the programme so artists, caterers and the technical team are working from the same schedule.
Collect artist information and technical requirements as soon as each performer confirms. Ask about microphones, stands, DI boxes, music stands, lighting and power needs; late changes can affect both the stage layout and sound check.
Set a registration deadline and request dietary requirements at the same time. Make the final guest list several days before the concert, rather than waiting until the last evening to confirm catering quantities and seating.
Handle permits, insurance and music rights early, with a target of at least four weeks before the concert where possible. These checks are easy to overlook while arranging performers and food, but they can affect whether the event can proceed.
Prepare the event-day pack before opening the doors: print the run sheet, contact list and programme, collect the venue keys, check every room, cool the drinks and confirm artist transport. Leave time for sound and lighting checks before guests arrive.

Frequently asked questions

How far in advance should I organise a New Year's concert?: Start at least three to six months ahead if you need a venue and several artists. Aim to have the date, programme, venue and main performers confirmed before invitations go out, then close permits, insurance and music rights at least four weeks before the concert.
When should I send invitations for a New Year's concert?: Send invitations once the date, venue and programme are reliable, usually six to eight weeks before the event. Set the registration deadline around two weeks before the concert so you still have time to process registrations, dietary requirements and catering numbers.
What should be checked on the day of a New Year's concert?: Check the rooms, stage sections, seating, power, microphones, speakers, lighting and music stands before the sound check. Print the run sheet and contact list, collect the keys, confirm artist transport and finish the setup at least 60 minutes before guests arrive.
How much food and drink do I need for a New Year's concert?: Use the final registered guest count rather than the invitation total, and add roughly 5 to 10 percent for unavoidable changes. Plan two to three drinks per person for the first hour, then adjust the remaining drinks and catering to the length and format of the programme.

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.