How to organise a New Year's concert

A New Year's concert combines a fixed performance date with rehearsals, ticketing, hospitality and technical coordination. Start by securing the venue and performers, then build the programme around rehearsal availability. In the final weeks, confirm registrations, catering numbers, printed programmes, sound equipment and volunteer shifts. The details most often missed are music parts, payment testing, parking information and a reliable plan for coats, cables and audience flow.

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 people
2
Compile the concert program
3 people
3
Confirm performing associations
2 people
4
Confirm conductors and soloists
2 people
5
Set rehearsal dates
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Make reservations
2 people
10
Set admission prices
2 people
11
Set up ticket sales
2 people
12
Design program leaflets
2 people
13
Have program brochures printed
14
Assign volunteers
2 people
15
Place catering orders
2 people
16
Collect music scores
3 people
17
Prepare parts for conductors
2 people
18
Coordinate technical setup
3 people
19
Reserve microphones
20
Prepare consumption tokens
2 people
21
Prepare cash drawer
22
Test payment terminal
23
Publish directions
24
Publish parking information
25
Send artist information
2 people
26
Prepare reception area
2 people
27
Do the shopping
3 people
28
Chill drinks
2 people
29
Prepare snacks
4 people
30
Set out tableware
2 people
31
Set out the room layout
3 people
32
Set up tables
3 people
33
Set up chairs
4 people
34
Hang up decorations
2 people
35
Clear the stage area
2 people
36
Set up music stands
3 people
37
Set up the instrument room
3 people
38
Connect sound equipment
3 people
39
Set up lighting
2 people
40
Perform sound check
4 people
41
Lay out program brochures
2 people
42
Set up the entrance table
2 people
43
Set up the cloakroom
2 people
44
Check toilets
45
Clear emergency routes
2 people

Event

46
Welcome performers
3 people
47
Welcome visitors
4 people
48
Check tickets
2 people
49
Hand out program brochures
2 people
50
Manage the cloakroom
2 people
51
Direct visitors to their seats
3 people
52
Announce the concert
53
Coordinate stage changes
4 people
54
Operate microphones
2 people
55
Serve drinks
4 people
56
Serve snacks
3 people
57
Refill drinks
2 people
58
Announce break
59
Replenish break catering
3 people
60
Answer visitor questions
2 people
61
Supervise the hall
2 people
62
Handle farewell and thank-you speech
63
Manage coat check
2 people
64
Close the register
2 people
65
Store leftovers refrigerated
2 people

Aftercare

66
Collect instruments safely
4 people
67
Disconnect sound equipment
3 people
68
Turn off lights
69
Clear away chairs
4 people
70
Clear tables
3 people
71
Remove decorations
2 people
72
Wash dishes
3 people
73
Clean the bar
2 people
74
Clean the room
4 people
75
Clean the restrooms
2 people
76
Collect waste
3 people
77
Empty waste containers
2 people
78
Collect lost and found items
79
Return venue keys
80
Return borrowed materials
2 people
81
Pack leftover catering
2 people
82
Securely store the cash takings
2 people
83
Collect invoices and receipts
84
Send thank-you messages
2 people
85
Archive photo and video materials

What to bring

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

Furniture

Tablesqty 8
Chairsqty 180
Stoolsqty 12
Coat racksqty 4
Clothes hangersqty 200
Bollardsqty 8

Tableware

Wine glassesqty 180
Water glassesqty 180
Coffee cupsqty 120
Platesqty 120
Pastry platesqty 180
Coffee spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 20
Serving tongsqty 12
Carafesqty 20

Equipment

Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Amplifier
Music standsqty 70
Conductor podiumsqty 2
Audio cablesqty 12
Extension cordsqty 12
Power stripsqty 8
Cable matsqty 10
Spare batteriesqty 24

Lighting

Stage lightsqty 6
Atmosphere lightsqty 12

Decorations

New Year's garlandsqty 10
Table décorqty 12
Glowing starsqty 20
Program standsqty 4

Catering

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Drink cratesqty 8
Serving plattersqty 20
Wok pansqty 4
Waste binsqty 8
Cash drawer
Payment terminal
Consumption tokensqty 1000
Program leafletsqty 200
Name badgesqty 80
Pensqty 20
Receiptsqty 4
Groceries

Cleaning

Broomqty 2
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 4
Trash bag holdersqty 8

Tips

Set the date and venue before confirming associations, conductors and soloists. Aim to have the programme structure agreed early enough to schedule rehearsals and collect the correct music scores and conductor parts.
Close registrations and dietary requirements before placing catering orders. Use the final headcount for tables, chairs, glasses, plates, coffee service and pastries rather than estimating on the day.
Test ticket sales, the payment terminal and the cash drawer at least 7 days before the concert. Prepare consumption tokens in advance and decide who handles cash during the interval.
Run a technical check before the audience arrives, including microphones, stands, speakers, mixer, amplifier, cables, power strips and stage lighting. Keep spare batteries available and cover cables where people walk.
Send directions, parking information and artist details no later than 3 days before the concert. Assign volunteers to admissions, coats, ushering, catering and technical support, with one named person coordinating them.

Frequently asked questions

How far in advance should I organise a New Year's concert?: Start at least 4 to 6 months ahead, especially if the venue, performing associations, conductors or soloists are not yet confirmed. Finalise the programme and rehearsal dates several weeks before the concert.
When should rehearsals be scheduled for a New Year's concert?: Set rehearsal dates as soon as the performers and programme are confirmed, ideally 6 to 10 weeks before the event. Reserve the final technical rehearsal early enough to check microphones, music stands, lighting and the conductor podium.
When should I order catering for a New Year's concert?: Place catering orders after registrations and dietary requirements are closed, usually 7 to 10 days before the concert. Confirm the final number of guests, performers and volunteers separately so drinks, coffee and pastries are not undercounted.
What should I check on the day of a New Year's concert?: Complete the venue, stage and sound check at least 2 hours before doors open. Test ticket scanning or payments, set out the cash drawer and tokens, check coat racks and hangers, and brief every volunteer before the first guests arrive.

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.