How to organise an aperitif concert without last-minute problems

An aperitif concert combines a live performance with drinks, snacks and informal conversation, so the timing needs more thought than a standard reception. Start by confirming the date and venue, then book the musicians and build the guest schedule around sound checks, arrivals and serving times. Registrations, dietary requirements, music rights and instrument transport are easy to leave too late. Use the plan to coordinate the technical setup, printed materials, drinks, glassware and fresh food 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
Book musicians
3
Create schedule and game times
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Check music rights
8
Make reservations
9
Arrange transport for instruments
10
Gather technical requirements
11
Print the run sheet
12
Print the visitor list
13
Prepare name badges
2 people
14
Print menus
15
Make route signs
16
Check the shopping list
17
Do non-perishable shopping
2 people
18
Order drinks
19
Check dishes and glassware
2 people
20
Test equipment
2 people
21
Buy fresh groceries
2 people
22
Prepare snacks
3 people
23
Wash fruit and herbs
2 people
24
Chill drinks
2 people
25
Store snacks chilled
2 people
26
Check the venue
2 people
27
Receive deliveries
2 people
28
Set up tables
3 people
29
Set out chairs
3 people
30
Set up buffet tables
2 people
31
Clear the stage area
2 people
32
Set up sound equipment
2 people
33
Connect microphones
2 people
34
Set up the musicians
2 people
35
Perform sound check
3 people
36
Test lighting and lights
2 people
37
Hang up decorations
2 people
38
Set up the reception table
2 people
39
Set out tableware and cutlery
2 people
40
Chill drinks
2 people
41
Arrange snacks on platters
3 people
42
Hang up the program clearly
43
Check toilets

Event

44
Welcome visitors
3 people
45
Serve welcome drinks
3 people
46
Check off registrations
2 people
47
Serve snacks
3 people
48
Support the first concert block
2 people
49
Refill drinks
2 people
50
Refill buffet
2 people
51
Collect used glassware
2 people
52
Announce break
53
Provide musicians with water
54
Support the second concert block
2 people
55
Support the third concert block
2 people
56
Serve hot snacks
3 people
57
Collect audience questions
58
Thank the performers
59
Serve farewell drinks
2 people
60
See visitors out
2 people
61
Collect the remaining glassware
2 people

Aftercare

62
Cover the food and drinks
2 people
63
Turn off the sound equipment
2 people
64
Dismantle equipment
2 people
65
Collect waste
3 people
66
Wash dishes
3 people
67
Clear tables and chairs
3 people
68
Clean the venue
3 people
69
Remove decorations
2 people
70
Chill leftover food
2 people
71
Secure keys and equipment
72
Return borrowed materials
2 people
73
Store leftover drinks
74
Take waste to the collection point
2 people
75
Collect lost property
76
Collect invoices and receipts

What to bring

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

Furniture

Cocktail tablesqty 8
Buffet tablesqty 4
Chairsqty 90
Reception desk
Stoolsqty 8

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Music standsqty 6
Musician chairsqty 6
DI boxesqty 2
XLR cablesqty 8
Jack cablesqty 6
Power stripsqty 6
Extension cordsqty 8
Gaffer tapeqty 3
Laptop

Lighting

Atmosphere lightsqty 8
String lightsqty 4
LED floodlightsqty 4
Spare batteriesqty 24

Tableware

Wine glassesqty 100
Water glassesqty 100
Champagne glassesqty 90
Coffee cupsqty 50
Cake platesqty 100
Dinner platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Water carafesqty 8

Kitchen

Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 3
Pitcherqty 4
Thermos flasksqty 4
Bottle openersqty 4
Corkscrewsqty 3
Waste binsqty 6

Decorations

Tableclothsqty 12
Table runnersqty 8
Flower arrangementsqty 8
Menu Card Holdersqty 12
Welcome sign
Directional signsqty 6
Name badgesqty 90

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12
Trash bag holdersqty 6

Catering

Groceries

Tips

Set the running order before sending invitations. Allow time for guest arrival, registration, a sound check, the concert, serving breaks and a clear finish rather than fitting the music into leftover time.
Confirm the musicians’ technical requirements at least 2–3 weeks ahead. Check the mixer, active speakers, microphones, stands, DI boxes, cables, power strips and extension cords against what they will actually bring.
Process registrations as they come in and record dietary requirements in one list. Finalise the visitor list and name badges 2–3 days before the concert so the reception desk is not still being organised at the door.
Order drinks early and chill them in stages: non-perishable supplies can be bought first, while fresh groceries, washed fruit and herbs, snacks and chilled storage should be handled on the final day.
Test the complete sound and lighting setup before guests arrive, not just individual items. Tape down cable runs with gaffer tape, check spare batteries, and place music stands and musician chairs where they will not obstruct service.

Frequently asked questions

How far in advance should I book musicians for an aperitif concert?: Aim to book the musicians at least 6–8 weeks before the event, especially if you need a specific date or ensemble. Confirm the performance length, arrival time, instrument transport and technical requirements in writing.
How many drinks should I plan per guest for an aperitif concert?: For the first hour, allow 2–3 drinks per person, then around 1 drink per person per hour. Add water throughout the event and include enough wine glasses, water glasses and champagne glasses for the serving style.
When should I send invitations for an aperitif concert?: Send invitations 3–4 weeks in advance and set the registration deadline 7–10 days before the concert. That gives you time to collect dietary requirements, prepare the visitor list and buy the right amount of food and drinks.
When should I test the sound equipment before the concert?: Complete a full sound test on the day of the event, ideally at least 2 hours before guests arrive. Test microphones, speakers, the mixer, DI boxes, cables and power connections with the musicians or their representative present.

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