How to organize a concert evening

A concert evening works best when the artistic, technical, and guest arrangements develop together. Start by confirming the date, venue, performers, repertoire, and technical requirements before inviting anyone. Then manage registrations and dietary needs, build a timed programme, and order catering based on the expected attendance. On the day, allow time for unloading, stage construction, sound checks, lighting, signage, and seating—small delays in any of these areas can affect the opening time.

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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
Confirm performers and repertoire
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Create the program and schedule
7
Assign volunteers
8
Place catering order
9
Gather artist information
10
Gather technical requirements
11
Make reservations
12
Prepare signage
2 people
13
Print program booklets
2 people
14
Check stock
2 people
15
Do the shopping
2 people
16
Collect fresh produce
2 people
17
Open venue
2 people
18
Clear the loading and unloading area
2 people
19
Unload furniture
4 people
20
Set up stage sections
4 people
21
Set up tables
3 people
22
Set up chairs
4 people
23
Set up sound equipment
3 people
24
Connect microphones
2 people
25
Set up lighting
2 people
26
Perform sound check
3 people
27
Welcome artists
2 people
28
Set up the artist room
2 people
29
Chill drinks
2 people
30
Prepare snacks
3 people
31
Set up the buffet and bar
3 people
32
Set out dishes and glasses
2 people
33
Set up the cash register and payment point
2 people
34
Hang up decorations
3 people
35
Hang up signage
2 people
36
Check toilets
2 people
37
Check fire-safe escape routes
2 people

Event

38
Staff the entrance desk
2 people
39
Welcome visitors
3 people
40
Distribute program
2 people
41
Manage the cloakroom
2 people
42
Serve drinks
3 people
43
Serve snacks
2 people
44
Refill drinks
2 people
45
Keep the buffet tidy
2 people
46
Guide artists
47
Announce performances
48
Coordinate stage changes
2 people
49
Check the sound level
50
Manage microphones
51
Operate light settings
52
Empty trash bins
2 people
53
Clean the toilets in between
2 people
54
Collect lost and found items
55
Wrap up the final performance
2 people
56
See visitors out
3 people

Aftercare

57
Turn off the sound equipment
2 people
58
Dismantle equipment
3 people
59
Tear down stage
4 people
60
Clear tables and chairs
4 people
61
Pack leftover catering
2 people
62
Wash dishes
3 people
63
Collect waste
3 people
64
Clean the venue
4 people
65
Final cleaning of the toilets
2 people
66
Remove decorations
2 people
67
Pack inventory
2 people
68
Return materials
2 people
69
Clean coolers
2 people
70
Handle lost and found
71
Return deposits and crates

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 110
High tablesqty 6
Coat racksqty 2
Clothes hangersqty 120
Stage sectionsqty 6
Stage stepsqty 2

Equipment

Speakersqty 2
Speaker standsqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music standsqty 4
XLR cablesqty 8
Jack cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4

Lighting

Stage spotlightsqty 4
Light standsqty 2
Mood lightingqty 6
Battery lampsqty 6

Tableware

Drinking glassesqty 120
Coffee cupsqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 3
Chef's knifeqty 2
Measuring cupsqty 2
Kitchen bowlsqty 4
Aluminum foilqty 2

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Adhesive stripsqty 4
Program boardsqty 4
Directional signsqty 8

Catering

Groceries
Drink dispensersqty 4
Wok pansqty 6
Serving tablesqty 4
Thermos cupsqty 20
Ice packsqty 16
Labelsqty 100
Food containersqty 12
Cooling matsqty 4

Cleaning

Broomqty 2
Floor squeegeeqty 2
Mopqty 4
Bucketsqty 4
Dustpan and brushqty 2
Cleaning cart
Waste binsqty 10
Waste sorting binsqty 4

Other

Cash box
Payment terminal
Cash wallet for change
Walkie-talkiesqty 4
Flashlightsqty 4
First aid kit
Fire extinguisherqty 2
Program bookletsqty 120
Wristband holdersqty 2
Lost and found box

Tips

Confirm the performers’ repertoire and technical requirements before sending invitations. Ask for microphone, DI box, music stand, monitor, and power needs at least 3–4 weeks before the concert so the sound setup is not based on guesses.
Close registrations with a clear deadline, ideally 7–10 days before the event. Use the final guest count to place the catering order, check chairs and tables, and prepare dietary information for the catering team.
Build the programme backwards from the advertised start time. Reserve at least 60–90 minutes before doors open for unloading, stage sections, sound equipment, microphones, lighting, and a basic technical check.
Plan the venue flow before furniture arrives. Place coat racks and hangers near the entrance, keep the loading area clear, and leave practical routes between the stage, catering tables, audience seating, and exits.
Prepare printed programmes and signage before the event day. Keep spare copies, gaffer tape, extension cords, power strips, and battery lamps available; these are often needed when the room layout changes or a cable run proves too short.

Frequently asked questions

How far in advance should I plan a concert evening?: Start at least 8–12 weeks ahead for a small concert evening. Confirm the venue, performers, repertoire, and technical requirements first, then open registrations and order catering after you have a reliable guest estimate.
How much time do I need to set up a concert venue?: Allow 3–4 hours for a basic setup with stage sections, chairs, tables, sound equipment, and lighting. Add another 30–60 minutes if the performers need a detailed sound check or the venue requires extensive unloading.
When should I order catering for a concert evening?: Place the main catering order 7–10 days before the event, once registrations have closed. Confirm final numbers and dietary requirements again 2–3 days beforehand, especially if fresh produce is being collected separately.
What should I check before opening the doors?: Finish the technical check, test every microphone, confirm the programme and signage, and verify that seating, coat storage, catering, and exits are ready at least 30 minutes before doors open. Keep one organiser available to handle late technical or guest issues.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.