How to organise a reunion concert without last-minute chaos

Start by fixing the date and hall, then build the event around the artists’ technical needs and the number of confirmed guests. A reunion concert combines a live show with a social gathering, so the programme, seating, catering and entry process need to work together. Collect registrations and dietary requirements before ordering food, and confirm equipment, transport and access well before setup day. The final check should cover sound, lighting, ventilation, drinks and labels—not just the stage.

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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 people
2
Contact artists and band members
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Finalize the program
2 people
7
Book catering
2 people
8
Reserve audio equipment
2 people
9
Arrange transport for equipment
10
Collect artist information
11
Gather technical requirements
12
Create a floor plan of the hall
2 people
13
Send parking information
14
Prepare name badges
2 people
15
Print wristbands and entry forms
16
Put together a break playlist
17
Prepare presentation texts
2 people
18
Check catering quantities
2 people
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Prepare snacks
4 people
22
Make labels for diet dishes
23
Pick up venue keys
24
Open hall
2 people
25
Check lighting and ventilation
2 people
26
Set up tables and chairs
4 people
27
Clear the stage area
3 people
28
Set up the stage and microphone stands
3 people
29
Set up speakers and mixing desk
3 people
30
Set up lighting
3 people
31
Tape down cables securely
2 people
32
Hang up decorations
3 people
33
Set up the registration desk
2 people
34
Set up the buffet and drink stations
4 people
35
Set out tableware and cutlery
2 people
36
Arrange snacks on platters
3 people
37
Set aside diet dishes
2 people
38
Set up the cloakroom
2 people
39
Check toilets
40
Perform the technical sound check
4 people
41
Welcome performers
2 people
42
Set up instruments
3 people
43
Give the program to the host

Event

44
Staff the entrance
2 people
45
Welcome guests
2 people
46
Hand out name badges
47
Serve coffee and tea
2 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Guide guests to their seats
2 people
51
Give the opening speech
52
Support the first concert block
3 people
53
Restock break buffet
3 people
54
Start break music
55
Support the second concert block
3 people
56
Set up evening buffet
4 people
57
Serve the evening buffet
4 people
58
Collect crockery and glasses
2 people
59
Support the third concert block
3 people
60
Collect song requests
61
Announce the final
62
Guide the final concert
4 people
63
Handle farewell and thank-you speech
64
Guide guests to the exit
2 people
65
Collect lost property

Aftercare

66
Clear away drinks and food
3 people
67
Switch off equipment
3 people
68
Pack instruments safely
3 people
69
Put furniture back
4 people
70
Sort and remove waste
3 people
71
Wash dishes
3 people
72
Clean the hall and entrance
3 people
73
Clean the restrooms
2 people
74
Remove decorations
2 people
75
Register lost and found items
76
Return equipment
2 people
77
Return venue keys
78
Store leftover materials
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
High tablesqty 6
Coat racksqty 3
Stoolsqty 8

Equipment

Stage sectionsqty 12
Active speakersqty 4
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
XLR cablesqty 12
Instrument cablesqty 10
Power stripsqty 8
Extension cordsqty 10
Cable matsqty 12
Laptop for music
Music standsqty 6

Lighting

LED spotlightsqty 8
Light standsqty 2
Atmosphere lightsqty 10
Cable reelsqty 3

Tableware

Water glassesqty 100
Wine glassesqty 90
Coffee cupsqty 80
Platesqty 100
Soup bowlsqty 80
Cutlery setsqty 100
Serving spoonsqty 12
Serving plattersqty 16
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Water jugsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Serving trolleysqty 2
Food warmersqty 4
Thermometersqty 2

Decorations

Balloonsqty 100
Buntingqty 12
Photo backdrop
Photo framesqty 12
Tableclothsqty 10
Name badgesqty 90
Tealight holdersqty 20
Sticky tackqty 4
Scissorsqty 4

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Cleaning bucketsqty 3
Microfiber clothsqty 12
Toilet brushesqty 3
Rubber glovesqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the artists and band members before you publish invitations. Ask each act for its technical requirements, equipment list and arrival time, then use that information to plan the stage, microphones, monitors, cables and power safely.
Close registrations before confirming catering quantities. Count meals and snacks from the final guest list, separate dietary dishes with labels, and allow time to chill drinks and prepare serving areas before doors open.
Build the floor plan around both the concert and the reunion. Leave clear routes between tables, buffet tables, high tables, the stage and the entrance, and decide where coat racks, name badges and wristbands will be handled.
Arrange equipment transport separately from equipment hire. Speakers, mixing consoles, stands, cables and stage sections are easy to overlook when they arrive in several loads, so assign one person to check every item against the technical plan.
Schedule the hall opening early enough for a full sound and safety check. Test microphones, monitors, lighting, ventilation and cable covers before guests arrive, and send parking information and the final programme in advance.

Frequently asked questions

How far in advance should I organise a reunion concert?: Start at least 8 to 12 weeks before the event. Secure the hall and artists first, then send invitations, process registrations and confirm catering and technical equipment once attendance becomes clearer.
When should I stop taking registrations for a reunion concert?: Set the registration deadline 7 to 10 days before the concert. That gives you a reliable guest count for food, name badges, wristbands, seating and dietary labels without leaving changes until the final day.
How much technical equipment does a reunion concert need?: Allow a setup plan with speakers, a mixing console, microphones, stands, monitors, DI boxes, instrument cables, XLR cables, power strips and extension cords. Final quantities depend on the band lineup, so collect technical requirements before booking equipment.
How early should the hall open on concert day?: Open the hall at least 3 to 4 hours before guests arrive. Use the first part of that window for furniture and stage setup, then complete sound, lighting, ventilation, catering and entry checks before opening the doors.

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.