How to organise a New Year's concert

A New Year's concert needs more than confirmed musicians and a printed programme. Start by fixing the concert format, venue arrangements and repertoire, then work towards registrations, seating and catering. Technical details are easy to leave until the last week, especially microphones, DI boxes, speaker stands and enough power connections. Use the final days for equipment testing, shopping, chilling drinks and printing the run sheet so the opening team can work without guesswork.

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
Send invitations
2 people
2
Process registrations
3
Collect dietary requirements
4
Finalize the program
2 people
5
Make reservations
6
Confirm musicians
7
Align the repertoire
2 people
8
Request technical requirements
9
Check venue details
10
Create a floor plan for the public area
2 people
11
Arrange seating
2 people
12
Calculate catering quantities
13
Check the shopping list
2 people
14
Order catering
15
Test the equipment
2 people
16
Assign volunteers
17
Print the run sheet
18
Print the visitor list
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Sort decorations
2 people

Event

23
Set up equipment
3 people
24
Open hall
2 people
25
Set up tables
4 people
26
Set up chairs
5 people
27
Clear the stage area
3 people
28
Hang up decorations
3 people
29
Hang lights
3 people
30
Connect the sound system
3 people
31
Test microphones
2 people
32
Set up the musical instruments
4 people
33
Perform the technical sound check
3 people
34
Lay out program brochures
2 people
35
Build the catering buffet
4 people
36
Prepare coffee and tea
2 people
37
Display snacks
3 people
38
Set up entrance
2 people
39
Welcome visitors
4 people
40
Hand out program brochures
2 people
41
Manage the cloakroom
2 people
42
Give the opening speech
43
Supervise part one of the concert
3 people
44
Serve break drinks
5 people
45
Refill snacks
2 people
46
Refill drinks
2 people
47
Guide part two of the concert
3 people
48
Announce the New Year moment
49
Answer audience questions
2 people
50
Serve drinks
5 people
51
Play background music
52
Support the final performance
3 people
53
See the audience out
3 people
54
Lock the cloakroom
2 people

Aftercare

55
Switch off equipment
2 people
56
Pack instruments
4 people
57
Collect tableware
3 people
58
Clear buffet
3 people
59
Sort waste
3 people
60
Dismantle tables and chairs
5 people
61
Remove decorations
3 people
62
Wash dishes
3 people
63
Clean the room
4 people
64
Clean the restrooms
2 people
65
Return equipment
2 people
66
Clear away leftover stock
2 people
67
Keep lost and found items
68
Send thank-you message

What to bring

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

Furniture

Chairsqty 170
Tablesqty 12
Foldable tablesqty 4
Coat racksqty 3
Coat hangersqty 180
Bar stoolsqty 6

Tableware

Water glassesqty 180
Wine glassesqty 180
Coffee cupsqty 120
Dessert platesqty 180
Cake platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Coffee spoonsqty 120
Serving utensilsqty 12
Serving plattersqty 18
Serving trays with lidsqty 6
Coffee potsqty 6
Teapotsqty 4
Water jugsqty 12

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Speaker standsqty 2
Music standsqty 12
Extension cordsqty 8
Power stripsqty 8
DI boxesqty 2
Audio cable setsqty 4
Cable traysqty 10
Laptop
USB stickqty 2

Lighting

LED spotlightsqty 8
Atmosphere lightsqty 12
String lightsqty 6
Batteriesqty 24

Decorations

New Year balloonsqty 100
Gold Balloonsqty 50
Silver balloonsqty 50
Balloon pumpqty 2
Festive tableclothsqty 12
Napkin holdersqty 12
New Year bannersqty 4
Table décorqty 18

Kitchen

Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Serving spoonsqty 8
Bottle openersqty 4
Ice cube traysqty 6
Food warmersqty 4
Serving traysqty 12

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 4
Cleaning glovesqty 8
Waste binsqty 8
Paper towel dispensersqty 4
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm the musicians and repertoire before sending invitations, so guests know the expected length and style of the concert. Ask performers for their technical requirements at the same time, including microphones, music stands and DI boxes.
Set a registration deadline at least 7 days before the concert. Use the final numbers to collect dietary requirements, calculate catering quantities and create the visitor list instead of estimating on the day.
Make the public-area floor plan before arranging chairs and tables. Leave clear routes to the entrance, coat racks, toilets and exits, and check that speaker stands and microphone cables will not cross them.
Test the mixer, active speakers, wireless microphones and every extension cord at least 24 hours before opening. Keep spare power strips available and label connections so volunteers can reset equipment quickly.
Prepare the final run sheet, visitor list and volunteer assignments on the day before the concert. Chill drinks and prepare snacks early enough that the team is not serving, decorating and solving technical problems at the same time.

Frequently asked questions

How far in advance should I organise a New Year's concert?: Start at least 8 to 12 weeks before the concert. Confirm the venue and musicians first, then allow time for invitations, registrations, repertoire planning, technical requirements and catering.
When should I confirm the concert programme and repertoire?: Aim to finalise both 3 to 4 weeks before the concert. Send the confirmed programme to musicians and include any running-order changes in the printed run sheet no later than the day before.
How many drinks should I provide for a New Year's concert?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour. Add water throughout the event and use the final registration count to adjust the order.
When should I test the sound equipment?: Test the mixer, speakers, microphones, stands, DI boxes and cables at least 24 hours before the concert. Do a shorter sound check again before the audience enters, because equipment can be moved during setup.

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.