How to organise an anniversary concert

An anniversary concert needs more than a programme and a stage. Start by fixing the date and venue, then build the programme around the groups taking part and the rehearsal time they actually have. Once registrations open, use the guest numbers to arrange catering, seating, wristbands and printed programmes. In the final week, test every microphone, instrument and cable, and walk through entrances, toilets and emergency exits 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 date and location
2 people
2
Compile program
3 people
3
Confirm participating groups
2 people
4
Collect repertoire and sheet music
3 people
5
Set the rehearsal schedule
2 people
6
Design invitations
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
2 people
10
Make reservations
2 people
11
Arrange artist transport
2 people
12
Order catering
2 people
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Reserve equipment
2 people
16
Check the instruments
3 people
17
Test microphones
2 people
18
Check extension cords
2 people
19
Check emergency exits
2 people
20
Check toilets
2 people
21
Create signage
2 people
22
Print program booklets
2 people
23
Prepare entrance wristbands
2 people
24
Prepare cash drawer
2 people
25
Assign volunteers
2 people
26
Write out briefing
2 people
27
Work out the stage layout
3 people
28
Develop lighting plan
2 people
29
Gather music files
2 people
30
Write presentation texts
2 people
31
Prepare decorations
3 people
32
Prepare the cloakroom
2 people
33
Set out first aid kit

Event

34
Clear the setup area
4 people
35
Build stage sections
4 people
36
Set out chairs
5 people
37
Set up tables
3 people
38
Set up the cloakroom
2 people
39
Set up the registration desk
2 people
40
Hang up decorations
3 people
41
Hang up signage
2 people
42
Set up the sound system
3 people
43
Set up lighting
2 people
44
Set up instruments
4 people
45
Run the sound check
4 people
46
Perform a lighting check
2 people
47
Set up catering
4 people
48
Chill drinks
2 people
49
Make coffee and tea
2 people
50
Open the entrance
3 people
51
Welcome visitors
4 people
52
Hand out program booklets
2 people
53
Staff the coat check
2 people
54
Host the concert
55
Guide the performances
3 people
56
Serve break drinks
4 people
57
Serve snacks
4 people
58
Refill drinks
2 people
59
Check toilets
2 people
60
Empty trash bins
2 people
61
Support the final performance
3 people
62
See visitors out
3 people

Aftercare

63
Lock the cloakroom
2 people
64
Close the register
2 people
65
Switch off equipment
2 people
66
Pack instruments
4 people
67
Take down the sound system
3 people
68
Dismantle the lighting setup
2 people
69
Dismantle the stage
4 people
70
Clear away chairs
4 people
71
Clear tables
3 people
72
Wash dishes
3 people
73
Pack leftovers
2 people
74
Separate waste
2 people
75
Clean the venue
4 people
76
Clean the restrooms
2 people
77
Remove decorations
3 people
78
Count materials
2 people
79
Return borrowed items
2 people
80
Collect lost property
2 people
81
Hand over the venue
2 people

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Chairsqty 120
Tablesqty 12
Coat racksqty 3
Foldable tablesqty 4
Waste binsqty 8
Stoolsqty 6

Equipment

Mixer
Speakersqty 2
Stage monitorsqty 2
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 3
Music standsqty 35
Laptop
Spare batteriesqty 24
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Cable tiesqty 100

Lighting

Stage spotlightsqty 6
Light standsqty 2
Mood lightingqty 8
Light filtersqty 6

Tableware

Drinking glassesqty 140
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 140
Cutlery setsqty 140
Serving spoonsqty 8
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Serving plattersqty 12
Serving plattersqty 12

Decorations

Anniversary bannersqty 3
Tableclothsqty 12
Flower arrangementsqty 8
Balloon bouquetsqty 6
Buntingqty 8
Photo backdrop
Table décorqty 12
Lectern

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the programme before ordering equipment or printing invitations. Confirm each participating group, collect its repertoire and sheet music, and leave time for a complete run-through rather than only separate rehearsals.
Give performers a written rehearsal schedule with arrival times, soundcheck slots and transport arrangements. For a concert with several groups, allow at least 15 minutes between groups for stage changes and microphone adjustments.
Close registrations several days before the concert and use the final count for catering, seating and tableware. Ask for dietary requirements during registration instead of trying to collect them at the entrance.
Treat the soundcheck as a separate job, not something that happens while guests enter. Test microphones, DI boxes, monitors, speakers and the mixer with the actual performers, and keep spare batteries and extension cords ready.
Walk the venue from the guest’s perspective on the day before. Check that coat racks, toilets, signs, wristbands, cash handling and emergency exits are ready, then secure cables with trays or ties so walkways stay clear.

Frequently asked questions

How far in advance should I plan an anniversary concert?: Start at least 8 to 12 weeks before the concert. Fix the date and venue first, then confirm performers, collect repertoire, set rehearsals and open registrations before ordering the final amount of catering and printed materials.
How long should a concert soundcheck take?: Reserve about 60 to 90 minutes for a concert with several groups, plus at least 15 minutes for each stage change. Test every microphone, monitor, DI box and instrument connection with the people who will use them.
When should I close registrations for an anniversary concert?: Close registrations 3 to 5 days before the event whenever possible. That gives you a reliable guest count for food, chairs, tables, glasses, programmes and entrance wristbands, while leaving time to follow up on missing dietary information.
How many rehearsals are needed for an anniversary concert?: Plan at least one scheduled rehearsal for every participating group and one full run-through with the complete programme. Add a final technical rehearsal on the day if the venue, stage sections, lighting or sound system are unfamiliar.

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.