How to organise a New Year's concert

A New Year's concert combines a live music programme with a reception, so the programme and the practical setup need to be planned together. Start by fixing the date, running time and venue before booking musicians or sending invitations. Then confirm the technical requirements, registrations, catering quantities and seating plan in that order. The final week is for printing programmes, checking equipment and stock, chilling drinks and assigning volunteers—not for solving missing cables or last-minute deliveries.

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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
Reserve the venue and hall
3
Book musicians
2 people
4
Assess technical needs
2 people
5
Design invitations
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Calculate catering quantities
2 people
10
Reserve deliveries
11
Reserve equipment
12
Collect music and sheet music
2 people
13
Make seating plan
2 people
14
Print the program
15
Prepare name badges
16
Assign volunteers
2 people
17
Share route directions
18
Process final registrations
19
Check stock
2 people
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Prepare snacks
4 people
23
Set out dishes and glasses
2 people

Event

24
Open venue
2 people
25
Check the Venue
2 people
26
Set up chairs
4 people
27
Set up tables
3 people
28
Clear the stage area
3 people
29
Hang up decorations
3 people
30
Connect the lighting
2 people
31
Set up the sound system
3 people
32
Set up instruments
3 people
33
Prepare sheet music
2 people
34
Set up the catering buffet
4 people
35
Prepare coffee and tea
2 people
36
Perform sound check
3 people
37
Perform lighting test
2 people
38
Welcome musicians
2 people
39
Check the program and venue
2 people
40
Set up the registration desk
2 people
41
Brief crowd guides
2 people
42
Open the doors
3 people
43
Welcome guests
4 people
44
Distribute program
2 people
45
Take coats
2 people
46
Deliver the welcome speech
47
Provide concert support
2 people
48
Refill drinks
2 people
49
Serve snacks
3 people
50
Restock break buffet
3 people
51
Serve break drinks
4 people
52
Guide hall and artists
2 people
53
Manage lighting during the concert
54
Operate sound during the concert
55
Prepare a New Year’s toast
3 people
56
Serve the toast
4 people
57
See guests off
3 people
58
Return coats
2 people
59
Store leftovers safely
2 people

Aftercare

60
Dismantle the sound system
3 people
61
Dismantle the lighting setup
2 people
62
Pack instruments
3 people
63
Wash dishes
3 people
64
Clear buffet
3 people
65
Collect waste
2 people
66
Clean the room
4 people
67
Clean the restrooms
2 people
68
Remove decorations
3 people
69
Move materials to storage
3 people
70
Return rented equipment
2 people
71
Store leftover stock
2 people
72
Return venue keys
73
Return borrowed materials
2 people
74
Thank the guests
75
Thank the musicians

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Clothes racksqty 2
Buffet tablesqty 3
Musician chairsqty 8
Music standsqty 8

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 90
Coffee spoonsqty 90
Cake platesqty 100
Dessert forksqty 100
Serving utensilsqty 12

Decorations

New Year balloonsqty 40
Buntingqty 8
Tableclothsqty 8
Vasesqty 10
Artificial flowersqty 20
Candle holdersqty 12
LED candlesqty 24

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
DI boxesqty 2
Speaker cablesqty 4
Microphone cablesqty 6
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8
Active piano
Piano bench

Lighting

LED spotlightsqty 6
Light standsqty 2
Cable dimmersqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Small bowlsqty 12
Pliersqty 6
Bread knivesqty 2
Cutting boardsqty 3
Ice packsqty 16

Catering

Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Rubber glovesqty 6
Waste binsqty 8
Waste sorting binsqty 3

Other

Entrance sign
Programsqty 100
Name badgesqty 20
Pensqty 10
Tapeqty 6
Scissorsqty 4
Cable tiesqty 100
Gaffer tapeqty 4
Clampsqty 20
Storage cratesqty 12
Umbrella stand
First aid kit

Tips

Set the programme and running times before you design the invitations. Include the arrival time, concert start, interval or reception details, and a clear registration deadline so you can calculate chairs, glasses, catering and name badges.
Ask musicians for their technical requirements as soon as they are booked. Confirm the mixer, active speakers, microphones, stands, DI boxes, cables, power strips and cable mats rather than assuming the venue has everything.
Close registrations in two stages: take an initial count for catering and seating, then process final registrations before ordering food and reserving deliveries. Keep dietary requirements beside the final guest list, not in a separate untracked message.
Make the seating plan after the final registrations and leave space for musician chairs, music stands, aisles and serving areas. Print the plan and programme before the event day, and prepare name badges at the same time.
Use the last day for a physical venue check: test the sound system, confirm chairs and tables, check wine and water glasses, coffee cups and serving utensils, and chill drinks before guests arrive. Assign volunteers to opening the venue, registration, catering and the technical setup.

Frequently asked questions

How far in advance should I book a New Year's concert venue?: Book the venue as soon as the date and programme are sufficiently clear, ideally several months before New Year's Eve. Confirm access times, hall layout, musician space, catering deliveries and the venue's sound equipment in the same booking.
When should I send invitations for a New Year's concert?: Send invitations once the date, venue, programme outline and registration deadline are confirmed, usually 6 to 8 weeks before the concert. Set the initial registration deadline at least 2 weeks before the event so you can plan seating and catering.
How do I plan sound for a New Year's concert?: Ask the musicians for their input list and stage requirements at least 3 weeks in advance. Allow time to reserve active speakers, a mixer, microphones, DI boxes, stands, cables, extension cords and cable mats, then test the complete setup before guests arrive.
When should I finalise catering for a New Year's concert?: Finalise the guest count, dietary requirements and quantities 7 to 10 days before the concert. Reserve deliveries by then, and buy or collect drinks and snacks early enough to chill drinks and prepare the buffet without rushing.

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.