How to organise an anniversary concert

An anniversary concert needs more than a programme and a stage. Start by fixing the date, running order and artist commitments, then work through the venue, technical setup, guest registrations and catering in that order. A site visit will reveal practical issues such as stage space, seating, access and power before they become event-day problems. Use the final days for printing, deliveries, equipment tests and clear instructions for artists and volunteers.

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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
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Check artist confirmations
6
Coordinate the set list and timings
2 people
7
Carry out a site visit
2 people
8
Plan the room layout
2 people
9
Confirm reservations
10
Order catering
11
Assess technical needs
2 people
12
Create lighting plan
2 people
13
Write presentation texts
14
Print the program
15
Create signage
2 people
16
Prepare name badges
17
Assign volunteers
18
Print emergency contacts
19
Do the shopping
2 people
20
Setting up shelf-stable catering
2 people
21
Test equipment
3 people
22
Send artist information
23
Pick up venue keys
24
Receive deliveries
2 people
25
Check the Venue
2 people
26
Set up stage sections
4 people
27
Hang up stage drape
2 people
28
Set up chairs
4 people
29
Set up tables
3 people
30
Set up the registration desk
2 people
31
Hang decorations
3 people
32
Set up the sound system
3 people
33
Connect microphones
2 people
34
Set up lighting
3 people
35
Set up instruments
3 people
36
Perform the technical sound check
4 people

Event

37
Welcome performers
2 people
38
Set up the artist dressing room
2 people
39
Set up the catering buffet
3 people
40
Prepare coffee and tea
2 people
41
Place the program at the entrance
42
Carry out the final room round
2 people
43
Set up break catering
3 people
44
Brief entrance staff
2 people
45
Welcome visitors
4 people
46
Open anniversary program
47
Guide the first concert segment
4 people
48
Refill drinks
2 people
49
Serve the break buffet
4 people
50
Collect used dishes
2 people
51
Guide second concert part
4 people
52
Deliver the anniversary speech
2 people
53
Lead the final
4 people
54
Handle farewell and thank-you speech
55
See visitors out
3 people
56
Collect lost and found items

Aftercare

57
Store leftovers safely
2 people
58
Dismantle audio equipment
3 people
59
Dismantle lighting equipment
3 people
60
Pack instruments safely
3 people
61
Clear away chairs and tables
4 people
62
Remove decorations
3 people
63
Wash dishes
3 people
64
Collect waste
3 people
65
Clean the room
3 people
66
Clean the restrooms
2 people
67
Check all equipment is ready
2 people
68
Lock up the venue
2 people
69
Return borrowed materials
2 people
70
Distribute leftover catering
2 people
71
Handle lost and found
72
Secure photo and video material

What to bring

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

Furniture

Chairsqty 180
Tablesqty 12
Foldable tablesqty 4
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 100
Stage sectionsqty 12
Lecternsqty 8
Music standsqty 30
Changing room chairsqty 12

Tableware

Water glassesqty 200
Wine glassesqty 180
Coffee cupsqty 100
Platesqty 220
Pastry forksqty 220
Teaspoonsqty 120
Coffee spoonsqty 120
Serving utensilsqty 20
Carafesqty 20

Equipment

Mixing console
Speakersqty 4
Stage monitorsqty 4
Wireless microphonesqty 4
Wired microphonesqty 6
Microphone standsqty 10
Diossenqty 8
DI boxesqty 4
XLR cablesqty 20
Jack cablesqty 12
Extension cordsqty 8
Power stripsqty 12
Laptop
Music stand lightsqty 10

Lighting

LED spotlightsqty 12
Light standsqty 4
Mood lightingqty 12
Batteriesqty 24

Decorations

Anniversary bannerqty 2
Balloonsqty 100
Balloon ribbonqty 2
Table runnersqty 12
Flower arrangementsqty 8
Photo backdrop
Photo framesqty 8
Sticky tackqty 4
Cable tiesqty 100

Catering

Coolersqty 6
Ice cube traysqty 4
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Serving bowlsqty 12
Serving plattersqty 12
Serving spoonsqty 12
Bread basketsqty 6
Drink dispensersqty 4
Ice spoonsqty 4
Bottle openersqty 4
Corkscrewsqty 3
Refrigeratorsqty 2
Groceries

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bowlsqty 12
Measuring cupsqty 3
Kitchen tongsqty 6
Aluminum foilqty 3
Cling filmqty 3

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8

Other

Programsqty 200
Name badgesqty 40
Pensqty 20
Cash box
Card machine
Cash box
Wristbandsqty 200
First aid kit
Flashlightsqty 4
Walkie-talkiesqty 6
Gaffer tapeqty 6

Tips

Set the date and programme before sending invitations. Confirm each artist, repertoire, performance time and arrival detail first, so guests receive accurate information and dietary requirements can be collected early.
Visit the venue with a measuring tape and the programme in hand. Check space for stage sections, music stands, lecterns, seating, tables and garderobe equipment, then draw the room layout before confirming reservations.
Treat the technical setup as a separate workstream. List microphones, stands, monitors, speakers, mixing equipment, DI boxes, cables and extension cords, and test the complete signal chain before guests arrive.
Order catering only after registration numbers and dietary requirements have been reviewed. Plan serviceware as well as food, including water glasses, wine glasses, coffee cups, plates, serving cutlery, carafes and teaspoons.
Give volunteers and artists written information at least 24 hours before the concert. Include arrival times, venue access, emergency contacts, dressing-room arrangements, programme details and who handles deliveries or keys.

Frequently asked questions

How far in advance should I plan an anniversary concert?: Allow at least 8 to 12 weeks for a small or medium-sized concert. Use the first 2 weeks to confirm the date, artists, programme and venue before opening registrations.
When should I send invitations for an anniversary concert?: Send invitations once the date, programme and artist confirmations are fixed, ideally 6 to 8 weeks before the concert. Close registrations early enough to order catering and prepare name badges and seating.
When should the sound system be tested?: Test the full sound system no later than the day before the concert, including microphones, mixing console, monitors, speakers, DI boxes and every cable. Repeat a short line check after setup on the event day.
How much time do I need for venue setup?: Reserve at least 3 hours for room layout, stage sections, chairs, tables, lighting, garderobe equipment and technical setup. Add extra time if deliveries, keys or equipment hire arrive separately.

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.