How to organise a New Year’s concert

A New Year’s concert needs more than a date, musicians and a programme. Start with the venue and performers, then work through guest numbers, music rights, technical requirements and catering in that order. The final week is for confirming details; the final hours are for room setup, sound checks, chilled drinks and separate dietary portions. This approach keeps the concert moving while giving you time to catch the details people most often leave too late.

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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
Confirm date and location
2
Book musicians
2 people
3
Make reservations
4
Compile program
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Check music rights
9
Print the run sheet
10
Print the visitor list
11
Check contact details
12
Align technical requirements
2 people
13
Check the weather forecast
14
Do the shopping
3 people
15
Chill drinks
2 people
16
Set up non-perishable supplies
2 people
17
Prepare snacks
4 people
18
Pack diet portions separately
2 people
19
Open venue
2 people
20
Ventilate room
2 people
21
Check floor and entrance
2 people
22
Set up tables
4 people
23
Set up chairs
4 people
24
Set up the musicians' room
3 people
25
Set up the sound system
3 people
26
Connect microphones
2 people
27
Set up instruments
3 people
28
Perform sound check
3 people
29
Set up lighting
2 people
30
Hang decorations
3 people
31
Set up the buffet
3 people
32
Set up coffee station
2 people
33
Set out drinks
2 people
34
Set out tableware
2 people
35
Check toilets
36
Set up the entrance and coat check
2 people
37
Place the program at the entrance

Event

38
Open the doors
2 people
39
Welcome visitors
3 people
40
Distribute program
2 people
41
Manage the cloakroom
2 people
42
Give the opening speech
43
Support the first concert block
3 people
44
Serve snacks
3 people
45
Refill drinks
2 people
46
Serve coffee and tea
2 people
47
Announce break
48
Restock the buffet
3 people
49
Support the second concert block
3 people
50
Collect used dishes
2 people
51
Empty trash bins
2 people
52
Take care of musicians
2 people
53
Serve New Year's buffet
4 people
54
Serve diet meals
2 people
55
Support the third concert block
3 people
56
Announce the countdown
57
Host the New Year's moment
3 people
58
Guide visitors to the exit
3 people
59
Manage coat check
2 people

Aftercare

60
Turn off the sound equipment
2 people
61
Pack instruments
3 people
62
Clear the buffet
3 people
63
Collect waste
3 people
64
Wash dishes
3 people
65
Clear tables and chairs
4 people
66
Clean the venue
4 people
67
Clean the restrooms
2 people
68
Remove decorations
2 people
69
Store equipment safely
3 people
70
Return borrowed items
2 people
71
Store leftover stock
2 people
72
Take waste to the collection point
2 people
73
Keep lost and found items

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 100
Buffet tablesqty 3
Stoolsqty 4

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music standsqty 8
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Cable traysqty 6
Spare batteriesqty 24

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 8
String lightsqty 6
Lanternsqty 4

Tableware

Drinking glassesqty 100
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Coolersqty 4
Ice containersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Aluminum foilqty 4
Food storage containersqty 12

Decorations

Balloonsqty 100
Serpentinesqty 20
Tableclothsqty 10
New Year bannersqty 4
Confetti-free table decorqty 10
Program standsqty 4

Cleaning

Mop setsqty 2
Bucketsqty 3
Broom and dustpanqty 2
Vacuum cleaner
Cleaning glovesqty 8
Waste binsqty 6
Waste sorting binsqty 3

Catering

Groceries

Tips

Book the musicians and confirm the venue before sending invitations. Ask for the full technical rider at least 4 weeks ahead, including microphones, DI boxes, music stands, speakers and power requirements.
Set a registration deadline 10 to 14 days before the concert. Use the final guest list to check contact details, dietary requirements and the number of chairs, glasses, plates and cutlery sets needed.
Finish the programme and check music rights no later than 2 weeks before New Year’s Eve. Print the run sheet and visitor list in the final week, with at least 2 spare copies for the organiser and musicians.
Plan the room in zones: entrance and coat racks, seating, buffet and drinks, and the musicians’ area. Set up tables and chairs before the sound system so cables can be routed safely through cable trays and secured with gaffer tape.
Keep the last day for perishable work. Chill drinks for at least 6 hours, prepare snacks, pack diet portions separately, ventilate the room and complete the sound check before guests arrive.

Frequently asked questions

How far in advance should I book musicians for a New Year’s concert?: Book musicians as soon as the date and location are confirmed, preferably 3 to 6 months ahead. Request their technical requirements at the same time, so you can arrange speakers, mixer, microphones, DI boxes and power safely.
When should I send invitations for a New Year’s concert?: Send invitations 6 to 8 weeks before the concert and set the registration deadline 10 to 14 days before it. That leaves enough time to process registrations, collect dietary requirements and order the right amount of food and tableware.
When should I prepare the programme and run sheet?: Complete the programme at least 2 weeks before the event, after confirming the musicians and music rights. Print the final run sheet in the last week and give copies to the host, technical lead and performers.
How early should I set up the venue on the concert day?: Open the venue at least 4 hours before guests arrive. Use the first hour for ventilation, floor and entrance checks, then set up furniture and lighting, followed by the sound system and a complete sound check.

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.