How to organise a request concert from start to finish

A request concert works best when audience requests are collected before the programme is finalised. Start by securing the venue and performers, then publish the request form and set a clear closing date for registrations. Once you know the likely audience and repertoire, plan the sound setup, catering, seating and volunteer roles around the programme. The final checks are practical: sort the request cards, chill drinks, test every microphone and cable, and leave enough time to prepare the room before doors open.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Set the request deadline at least 7 days before the concert. You need time to select requests, align the repertoire with the performers and print the request cards.
Create the technical floor plan before reserving audio equipment. Mark the positions for active speakers, monitor speakers, microphones, music stands and cable routes so you can identify missing cables or extension cords early.
Plan the programme only after processing registrations and dietary requirements. This gives you a realistic guest count and prevents catering quantities, seating and name badges being prepared too late.
Assign volunteers to specific shifts rather than asking for general help. Have at least one person ready when the venue opens to set up tables and chairs, prepare the stage area and check the request-card system.
Finish shopping and material collection no later than the day before the concert. On the event day, chill drinks and prepare snacks separately from the sound check so one delay does not hold up everything else.

Frequently asked questions

How far in advance should I organise a request concert?: Start at least 8 weeks before the concert if performers and a venue still need to be confirmed. Close registrations and song requests about 7 days before the event so there is time to compile and adjust the programme.
When should I collect song requests for a request concert?: Publish the request form as soon as the venue and performers are confirmed, preferably 4 to 6 weeks before the concert. Set one clear closing date, then sort the request cards before finalising the repertoire.
How much time do I need to set up a request concert venue?: Allow at least 3 hours for opening the venue, arranging chairs and tables, clearing the stage area, setting up lights and connecting the audio equipment. Schedule the sound check before guests arrive, with 30 minutes reserved for troubleshooting.
What do organisers often forget at a request concert?: Small technical and guest-flow items are often missed: spare bulbs, cable mats, microphone stands, name badges and a place for coats and waste. Check these at least 2 days beforehand, and test every cable and microphone on the day.