How to organise a solo concert from start to finish

A solo concert runs smoothly when the programme, venue and audience arrangements are settled before you start preparing the room. Set the playing time first, then book a suitable venue, open registrations and keep one accurate attendance list. In the final days, confirm access, dietary requirements and volunteer cover, then test the instrument, microphone and speakers before guests arrive. This order prevents rushed printing, missing equipment and a reception desk with no one to staff it.

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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 program and playtime
2
Reserve concert venue
3
Tune instrument and sound system
2 people
4
Send invitations
2 people
5
Open registrations
6
Process registrations
7
Collect dietary requirements
8
Create guest list and attendance list
9
Have programs printed
10
Assign volunteers for reception
11
Check accessibility with the venue
12
Do the shopping
2 people
13
Check stock and materials
2 people
14
Prepare name badges
15
Print signs and wayfinding boards

Event

16
Open venue
2 people
17
Set up chairs
3 people
18
Set up tables and reception desk
2 people
19
Set up the music stand and instrument
2 people
20
Test the microphone and basic sound
2 people
21
Hang decorations
2 people
22
Lay out the programs
23
Chill drinks
2 people
24
Set up the coffee and tea station
2 people
25
Arrange snacks on platters
2 people
26
Staff the reception desk
2 people
27
Welcome visitors
2 people
28
Guide visitors to their seats
2 people
29
Announce the concert program
30
Lead the break
2 people
31
Serve snacks and drinks
3 people
32
Refill drinks
2 people
33
Handle audience questions
34
Guide farewell for soloist

Aftercare

35
Pack leftovers
2 people
36
Put furniture back
3 people
37
Pack equipment and instruments
2 people
38
Wash dishes
2 people
39
Collect and remove waste
2 people
40
Clean the room
3 people
41
Return materials
2 people
42
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Reception desk
Stoolsqty 4

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 3
Teapotsqty 2

Kitchen

Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 10
Serving spoonsqty 6

Equipment

Music standsqty 2
Microphone
Microphone stand
Speakersqty 2
Mixer
Extension cordsqty 4
Power stripsqty 3

Decorations

Tableclothsqty 8
Flower arrangementsqty 4
Program standsqty 4
Wayfinding signsqty 6
Name badgesqty 30

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Toilet brushesqty 2

Catering

Coolersqty 3
Drink dispensersqty 2
Serving traysqty 8
Coffee filtersqty 100
Table numbersqty 8
Payment terminal
Cash box
Groceries

Tips

Set the programme and playing time before sending invitations. Allow time for the performance, a short welcome and any interval, then use the final duration when planning seating, refreshments and printed programmes.
Book the venue before opening registrations and check accessibility with the venue at least one week ahead. Confirm entrance access, seating routes, toilets and where the reception desk can be placed.
Close or review registrations early enough to print the guest and attendance lists. Collect dietary requirements with each registration rather than trying to ask guests at the door.
Run the sound check after the instrument and music stand are in position. Test the microphone, mixer, speakers, extension cords and power strips at least 60 minutes before doors open.
Start room setup 2–3 hours before the concert. Set out chairs, programmes, name badges, signs, drinks, coffee and tea, then keep 30 minutes free for last-minute adjustments and a final instrument check.

Frequently asked questions

How far in advance should I organise a solo concert?: Start at least 6–8 weeks ahead if you need to reserve a venue and invite guests. Finalise the programme early, review registrations about one week before the concert and complete the room setup on the day.
How long before a solo concert should the sound check happen?: Schedule the basic sound check at least 60 minutes before guests arrive. Allow extra time if you are using a microphone, mixer, speakers and extension cords that have not been tested together before.
When should I print the concert programmes and attendance list?: Print programmes and the final attendance list 2–3 days before the concert, after registrations have been reviewed. Keep a small number of spare programmes for unexpected guests.
How many volunteers do I need for a solo concert reception?: Plan for at least two volunteers during guest arrival: one to welcome people and manage the attendance list, and one to answer practical questions or direct guests. For a group of more than 50 guests, add a third person.

Start this plan in Lizzt

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