How to organise a senior concert from first plan to final encore

Start by fixing the date, programme and venue before inviting anyone. Then confirm performers, check the room layout and build a registration process that captures dietary needs and transport requirements. A senior concert needs more than chairs and music: plan a clear access route, readable signage, name badges, refreshments and enough volunteer support. Leave time for a full equipment test, including microphones, speakers, power and cable safety, before guests arrive.

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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
Confirm performers
3
Confirm the venue and room layout
2 people
4
Design invitations
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Make reservations
9
Coordinate transport for guests
2 people
10
Collect artist information
11
Print the music program
12
Prepare name badges
13
Assign volunteers
14
Check the access route
2 people
15
Test the equipment
2 people
16
Check the shopping list
2 people
17
Do the shopping
2 people
18
Pick up chilled products
2 people
19
Print the program and signage
20
Set up tables and chairs
4 people
21
Clear the stage floor
2 people
22
Set up sound equipment
3 people
23
Connect microphones
2 people
24
Set up lighting equipment
2 people
25
Hang decorations
3 people
26
Set up information table
2 people
27
Set up the reception table
2 people
28
Set up coffee station
3 people
29
Chill drinks
2 people
30
Prepare snacks
3 people
31
Lay out crockery and cutlery
2 people
32
Check toilets
33
Clean the hall and entrance
3 people
34
Welcome performers
2 people
35
Run the sound check
3 people
36
Brief volunteers
2 people
37
Prepare sign-in sheet

Event

38
Open the doors
3 people
39
Welcome guests
4 people
40
Escort guests to their seats
3 people
41
Serve coffee and tea
4 people
42
Announce the program
43
Provide concert support
2 people
44
Monitor sound level
45
Refill drinks
2 people
46
Serve snacks
3 people
47
Announce break
48
Collect used cups
2 people
49
Restock the coffee station
2 people
50
Guide second concert part
2 people
51
Provide drinks for performers
52
Check toilets periodically
53
Announce the farewell
54
Guide guests to the exit
3 people
55
Hand out departure drinks
2 people
56
Collect lost property

Aftercare

57
Store leftovers in the fridge
2 people
58
Wash dishes
3 people
59
Sort and dispose of waste
2 people
60
Dismantle audio equipment
3 people
61
Dismantle lighting equipment
2 people
62
Remove decorations
3 people
63
Clear tables and chairs
4 people
64
Clean the room
3 people
65
Clean the restrooms
2 people
66
Inventory materials
2 people
67
Return borrowed materials
2 people
68
Distribute leftover food
69
Archive registration details
70
Return lost property

What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Buffet tablesqty 3
Reception desk
Changing room table
Folding chairsqty 6
Coat racksqty 4
Waste binsqty 6

Tableware

Coffee cupsqty 130
Tea glassesqty 130
Water glassesqty 130
Dessert platesqty 130
Coffee spoonsqty 130
Pastry forksqty 130
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 4
Teapotsqty 4
Water jugsqty 8

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Music standsqty 4
Extension cordsqty 6
Power stripsqty 5
Cable matsqty 8
Laptop
Music player
Spare batteriesqty 12

Lighting

Stage spotlightsqty 4
Standing lampsqty 4
LED light stringsqty 4
Night lightingqty 4

Decorations

Tableclothsqty 12
Stage backdrop
Artificial flower arrangementsqty 8
Balloonsqty 80
Balloon ribbonqty 2
Welcome sign
Directional signsqty 8
Name badgesqty 120

Kitchen

Thermos flasksqty 8
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Serving traysqty 8

Cleaning

Microfiber clothsqty 12
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Toilet brushesqty 3

Catering

Groceries

Tips

Confirm the programme and performers before designing invitations. Once invitations go out, track registrations, dietary requirements and transport needs in one list so late changes do not get lost.
Check the route from arrival point to seating, toilets and the concert room at least one week beforehand. Remove obstacles, plan coat storage and make sure signs can be read from a few metres away.
Do not leave the technical setup until the audience is arriving. Allow at least 90 minutes to position speakers, connect microphones, test the mixer and music player, and secure extension cords with cable mats.
Plan the room around movement as well as seating. Set up the reception desk, tables, chairs and buffet area early enough to adjust the layout, and keep the stage floor clear for performers and equipment.
Arrange refreshments by counting registered guests, not just chairs. Pick up chilled products on the day they are needed, and keep spare microphone batteries, printed programmes and signage available at the venue.

Frequently asked questions

How far in advance should I organise a senior concert?: Set the date and confirm the venue and performers at least 8 to 12 weeks ahead. Send invitations around 6 weeks before the concert, then review registrations and transport needs weekly.
How do I make a senior concert accessible?: Check the access route, entrances, seating and toilets at least 1 week before the event. Keep walkways clear on the day and assign volunteers to welcome guests, guide them to seats and support transport arrivals.
When should the sound equipment be tested for a senior concert?: Complete a full sound and microphone test on the event day at least 90 minutes before guests arrive. Test every wireless microphone, speaker, music source and power connection, and keep spare batteries on hand.
How many volunteers are needed for a senior concert?: For a small concert, plan at least 1 volunteer for registration, 1 for refreshments and 1 for guest guidance or transport coordination. Add one more volunteer for every 30 to 40 guests if the venue has several rooms or access points.

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.