How to organise a seasonal concert

A seasonal concert runs smoothly when artistic planning, visitor logistics and technical setup are handled in the right order. Start by confirming the date and venue, then secure the artists and build a programme before sending invitations. In the final week, check registrations, dietary requirements, catering, equipment and the weather. On the day itself, the run sheet, sound check and volunteer briefing keep arrivals, performances and refreshments on track.

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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 artists
3
Compile program
2 people
4
Check music rights
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Book catering
9
Reserve equipment
10
Collect artist information
11
Develop the run sheet
2 people
12
Assign staff
2 people
13
Brief volunteers
2 people
14
Print the visitor list
15
Prepare name badges
16
Hang up floor plan
17
Check route and parking
18
Check the weather forecast
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Sort tableware
2 people
23
Set up catering tables
2 people
24
Set out decorations
2 people
25
Check equipment
2 people
26
Open venue
2 people
27
Ventilate room
28
Set up tables and chairs
4 people
29
Set up the entrance desk
2 people
30
Set up the cloakroom
2 people
31
Build the catering buffet
3 people
32
Set out drinks
2 people
33
Hang decorations
3 people
34
Set up lighting
2 people
35
Connect the sound system
3 people
36
Test microphones
2 people
37
Set up instruments
3 people
38
Welcome performers
2 people
39
Run the sound check
4 people
40
Check toilets

Event

41
Staff the entrance
2 people
42
Welcome visitors
2 people
43
Serve aperitifs
3 people
44
Give the opening speech
45
Support the first concert block
3 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Announce break
49
Restock the buffet
3 people
50
Support the second concert block
3 people
51
Serve hot drinks
2 people
52
Serve the artists' meal
2 people
53
Support the third concert block
3 people
54
Moderate audience questions
55
Assist with the closing concert
3 people
56
Deliver farewell speech
57
Wave goodbye to visitors
3 people
58
Collect lost and found items

Aftercare

59
Turn off the sound system
2 people
60
Collect tableware
3 people
61
Collect waste
3 people
62
Put furniture back
4 people
63
Remove decorations
3 people
64
Clean the venue
4 people
65
Wash dishes
3 people
66
Pack equipment
3 people
67
Return rental items
2 people

What to bring

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

Furniture

Chairsqty 110
Tablesqty 10
High tablesqty 6
Entrance desk
Coat racksqty 3
Clothes hangersqty 120
Buffet tablesqty 4
Artist table

Tableware

Water glassesqty 120
Wine glassesqty 120
Coffee cupsqty 80
Platesqty 120
Dessert platesqty 120
Forksqty 120
Knivesqty 120
Teaspoonsqty 80

Decorations

Flower arrangementsqty 10
Tableclothsqty 10
Napkinsqty 250
Welcome sign
Program standsqty 4
String lightsqty 6
Balloonsqty 80
Barrier tapeqty 2

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Music standsqty 8
Extension cordsqty 8
Power stripsqty 6
DI boxesqty 4
Instrument cablesqty 8
Laptop
Spare batteriesqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving traysqty 8
Serving spoonsqty 8
Cutting boardsqty 3

Cleaning

Waste binsqty 8
Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Lighting

LED spotlightsqty 4
Emergency lightsqty 2

Catering

Thermos flasksqty 6
Drink dispensersqty 3
Ice cube traysqty 4
Cooler cratesqty 6
Serving tongsqty 8
Labelsqty 40
Groceries

Tips

Confirm the venue’s access times before booking equipment or catering. You need enough time for the sound system, microphones, music stands, seating, buffet tables and decorations to be set up before guests arrive.
Collect registrations and dietary requirements at least 7 days before the concert. Print the visitor list and prepare name badges after the deadline, rather than relying on last-minute updates at the entrance.
Give each artist a written arrival time, performance slot, technical requirement and contact person. Build these details into the run sheet so the sound check does not compete with guest arrival.
Schedule the sound check before doors open and test every speaker, microphone, stand and cable with the actual programme. Keep spare time for changes to microphone positions or music stands.
Prepare guest areas separately from performer areas: set out the entrance desk, cloakroom racks, seating, welcome sign, programme stands and refreshments before the first visitors arrive. Chill drinks and sort tableware early enough to avoid handling them during the opening performance.

Frequently asked questions

How far in advance should I organise a seasonal concert?: Start at least 8 to 12 weeks before the concert. Confirm the date and venue first, then secure artists, reserve technical equipment, build the programme and allow time for invitations and registrations.
When should I send invitations for a seasonal concert?: Send invitations around 4 to 6 weeks before the event, with a registration deadline at least 7 days before the concert. That gives you time to process the visitor list, dietary requirements, name badges and catering numbers.
How long before the concert should the sound check take place?: Plan the sound check 2 to 3 hours before doors open, depending on the number of artists and microphones. Test the speakers, mixer, microphones, stands and music stands with every performer who needs technical support.
When should I prepare the food and drinks for a seasonal concert?: Buy non-perishable supplies 2 to 3 days ahead, then chill drinks and prepare snacks on the day. Finish the catering tables, glasses, plates, cutlery and napkins at least 30 minutes before guests arrive.

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