How to organise a singer-songwriter concert

A singer-songwriter concert depends on a clear order of decisions: secure the venue, book the performer, confirm the technical setup, then open ticket sales. Start with the room capacity and budget before promising a date or catering plan. The sound check needs more attention than the décor, especially when acoustic guitar, vocal microphones and DI boxes are involved. In the final week, turn the plan into a timed run sheet so volunteers, catering and performer transport do not compete for your attention.

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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
Reserve venue
2
Book performer
3
Confirm performance times
4
Gather technical requirements
5
Set the budget
6
Open ticket sales
7
Send invitations
2 people
8
Publish promotional text
9
Distribute posters
2 people
10
Process registrations
11
Collect dietary requirements
12
Coordinate performer transport
13
Book catering
14
Check equipment
2 people
15
Assign volunteers
16
Develop the run sheet
17
Print contact list
18
Update visitor list
19
Make name badges
2 people
20
Prepare route signs
21
Order artist meal
22
Check the shopping list
23
Do the shopping
2 people
24
Set up non-perishable supplies
25
Keep chilled products cool

Event

26
Open venue
2 people
27
Inspect the space
2 people
28
Set out furniture
4 people
29
Set up chairs
3 people
30
Clear the stage area
2 people
31
Set up the sound system
3 people
32
Connect microphones
2 people
33
Test instrument connections
2 people
34
Set up lighting
2 people
35
Perform sound check
3 people
36
Set up artist room
2 people
37
Set up catering
3 people
38
Prepare snacks
3 people
39
Chill drinks
2 people
40
Make coffee and tea
2 people
41
Set up information table
42
Check the entrance
2 people
43
Welcome the artist
44
Guide the artist around
45
Open the doors
2 people
46
Welcome visitors
3 people
47
Check tickets
2 people
48
Manage the cloakroom
2 people
49
Serve coffee and tea
2 people
50
Serve snacks
2 people
51
Refill drinks
2 people
52
Announce the first performance
53
Support the first performance
2 people
54
Restock break snacks
2 people
55
Serve break drinks
2 people
56
Announce the second performance
57
Support the second performance
2 people
58
Collect audience questions
59
Serve the artists' meal
2 people
60
Announce evening program
61
Support the main performance
2 people
62
Restock break supplies
2 people
63
Provide crowd support
2 people
64
Lead the final performance
2 people
65
Announce the farewell
66
Wave goodbye to visitors
3 people
67
Finish coat check
2 people
68
See the artist out
69
Turn off the sound equipment
2 people
70
Store leftovers safely
2 people

Aftercare

71
Dismantle furniture
4 people
72
Take down the sound system
3 people
73
Remove decorations
2 people
74
Collect tableware
2 people
75
Collect waste
3 people
76
Wash dishes
2 people
77
Clean the room
3 people
78
Clean the restrooms
79
Count inventory
80
Gather borrowed items
81
Return equipment
2 people
82
Return venue keys
83
Keep lost and found items
84
Clear remaining stock
2 people

What to bring

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

Furniture

Chairsqty 90
Bistro tablesqty 8
Lounge armchairsqty 6
Tall cocktail tablesqty 4
Foldable tablesqty 4
Coat racksqty 2
Clothes hangersqty 100
Artist table
Performer chairsqty 4

Equipment

Active speakersqty 2
Music mixer
Singing microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Acoustic guitar
Guitar standsqty 3
Instrument cablesqty 8
Microphone cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 10
Laptop for music
Music standsqty 3
Spare batteriesqty 12

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 8
String lightsqty 4
Spare bulbsqty 6

Decorations

Stage backdrop
Ornamental plantsqty 6
Table runnersqty 8
Welcome sign
Directional signsqty 6
Adhesive stripsqty 2

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 50
Tea glassesqty 50
Dessert platesqty 100
Cake serversqty 100
Coffee spoonsqty 60
Serving plattersqty 12
Serving utensilsqty 8

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 3
Serving traysqty 6
Food containersqty 12
Kitchen tongsqty 6
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 12

Cleaning

Waste binsqty 6
Cleaning bucketsqty 3
Floor squeegeesqty 2
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12
Toilet brushesqty 2

Catering

Groceries

Tips

Confirm the performer’s arrival, sound-check and set times at least 7 days before the concert. Ask for the exact microphone, DI box, monitor and instrument requirements instead of assuming the venue has everything.
Build ticket sales around the room layout, not just the fire-code capacity. Count chairs, bistro tables and lounge seating separately, and leave a clear route for coats, cables and late arrivals.
Schedule the sound check at least 90 minutes before doors open. Test both singing microphones, the acoustic guitar connection, active speakers, mixer channels and every extension cord before the audience enters.
Arrange the artist meal and transport no later than 3 days ahead. Keep chilled food cold until serving, and make sure the performer knows who to call if arrival is delayed.
Print the run sheet, contact list and visitor list before event day. Assign one volunteer to registrations and name badges, one to the performer, and one to signs, lighting and cable safety.

Frequently asked questions

How far in advance should I book a singer-songwriter concert?: Book the venue and performer at least 8 to 12 weeks ahead if possible. This gives you time to confirm technical requirements, open ticket sales and promote the concert without rushing.
How long should a sound check take for a singer-songwriter concert?: Allow 60 to 90 minutes, plus at least 30 minutes to solve unexpected cable or power problems. Include the acoustic guitar, vocal microphones, DI boxes, mixer and active speakers in the test.
When should I open ticket sales for the concert?: Open ticket sales around 4 to 6 weeks before the performance. Set a clear closing time for registrations so you can update the visitor list, prepare name badges and plan seating.
When should I buy food and drinks for a singer-songwriter concert?: Buy non-perishable supplies several days before the concert and shop for chilled products 1 day ahead. Keep refrigerated items cold until service, and order the artist meal at least 3 days in advance.

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