How to organise a silent concert

A silent concert needs more technical preparation than a regular live event. Start by confirming the venue and date, then book the musicians, check permits and open registrations. In the final week, verify the music files, test every headphone connection and collect dietary requirements. On the day, allow time to charge and distribute the headphones, connect the transmitter and audio laptop, and complete a full sound check 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
Confirm location and date
2
Book musicians
3
Check permits
4
Make reservations
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Send visitor information
9
Check music files
2 people
10
Test headphones
2 people
11
Test technical connections
2 people
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Prepare snacks
3 people
15
Print the audience list
16
Prepare route signs

Event

17
Open venue
2 people
18
Set up tables and chairs
4 people
19
Set up the stage area
3 people
20
Set up the equipment
3 people
21
Charge headphones
2 people
22
Set up lighting
2 people
23
Hang up decorations
2 people
24
Set up the catering table
3 people
25
Lay out headphones
3 people
26
Fully test technical setup
3 people
27
Briefing for reception team
5 people
28
Welcome performers
2 people
29
Welcome visitors
4 people
30
Hand out headphones
4 people
31
Give operating instructions
2 people
32
Support the concert
3 people
33
Serve snacks
3 people
34
Refill drinks
2 people
35
Swap headphones
2 people
36
Restock break supplies
2 people
37
Assist the evening concert
3 people
38
Collect the headphones
4 people
39
Wave goodbye to visitors
3 people

Aftercare

40
Switch off the equipment
2 people
41
Collect waste
3 people
42
Wash dishes
2 people
43
Put furniture back
4 people
44
Clean the venue
4 people
45
Count stock and materials
2 people
46
Charge headphones
2 people
47
Return materials
2 people
48
Register lost and found items
49
Send thank-you message

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Beer tablesqty 4
Clothes racksqty 2
Stoolsqty 6

Equipment

Silent concert headphonesqty 90
Spare headphonesqty 10
Transmitterqty 2
Audio Laptopqty 2
Audio cables
Headphone chargersqty 12
Power stripsqty 8
Extension cordsqty 8
Cable traysqty 6
Microphone standsqty 4
DI boxesqty 2

Lighting

LED stage lightsqty 6
Atmosphere lightsqty 10
Light standqty 2

Tableware

Glassesqty 100
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Pouring jugsqty 6

Decorations

Tableclothsqty 8
Cloakroom tagsqty 2
Directional signsqty 8
Name stickersqty 100
Vasesqty 8

Communication

Program bookletsqty 100
Wristbandsqty 100
Pensqty 12
Clipboard foldersqty 4

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Waste binsqty 6

Catering

Groceries

Tips

Build the schedule around the equipment test, not just the performance. Test the transmitter, audio laptop, cables, DI boxes and every headphone channel at least one day before the concert, then keep spare headphones available.
Charge all silent concert headphones before guests arrive and label a clear collection point. Allow at least 30 minutes for laying them out, checking indicator lights and replacing any faulty units.
Send visitor information no later than 48 hours before the event. Include the route, arrival time, registration instructions and any details guests need before entering the venue.
Treat the venue setup as several separate zones: seating, stage, technical equipment, lighting and catering. Set up cable trays, power strips and extension cords before chairs and tables block access to the connections.
Finish food and drink preparation before the audience setup begins. Chill drinks, prepare snacks and arrange glasses, plates and coffee equipment early so the team is not serving while the headphones and stage are being checked.

Frequently asked questions

How far in advance should I plan a silent concert?: Start at least 8 to 12 weeks ahead. Book the musicians and venue first, then allow time for permits, registrations, visitor information and technical testing.
How do you test equipment for a silent concert?: Test the audio files, transmitter, audio laptop and technical connections at least 24 hours before the event. Check every headphone channel and keep spare headphones ready for failures during the concert.
When should guests receive information about a silent concert?: Send the practical visitor information at least 48 hours before arrival. Include the route, start time, registration details and any information linked to dietary requirements.
How much setup time does a silent concert need?: Allow at least 3 hours for a small venue setup, including seating, stage equipment, lighting, catering and headphone charging checks. Add extra time if the audio system has not been tested at that location before.

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.