How to organize a guitar concert from first booking to final soundcheck

A guitar concert runs smoothly when the artistic program, venue and technical setup are settled in the right order. Start by booking the room and sound equipment, then confirm the guitarists, performance order and guest numbers. In the final week, collect dietary requirements, print the program and send artists the practical information they need. On the day, allow time to clear the stage area, build the sound system, connect instruments and complete a full soundcheck before welcoming the audience.

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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
Reserve the venue and hall
2
Reserve audio equipment
3
Confirm performers
4
Set the performance order
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Print the program
9
Send artist information
10
Do the shopping
2 people
11
Chill drinks
2 people
12
Prepare snacks
3 people
13
Check guitars and accessories
2 people
14
Gather technical equipment
2 people
15
Arrange keys and access

Event

16
Open hall
2 people
17
Clear the stage area
3 people
18
Set up tables and chairs
4 people
19
Set up stage cloth and decorations
2 people
20
Set up the sound system
3 people
21
Connect microphones
2 people
22
Connect the instruments
2 people
23
Perform sound check
3 people
24
Welcome performers
2 people
25
Set up artist room
2 people
26
Lay out program booklets
27
Set up the bar and buffet
3 people
28
Set up the cash register and payment point
2 people
29
Set up the entrance and coat check
2 people
30
Welcome the audience
3 people
31
Announce the program
32
Serve drinks
3 people
33
Serve snacks
3 people
34
Refill drinks
2 people
35
Clear buffet and tables
2 people
36
Handle audience questions
37
Assist performers
38
Close the register
2 people
39
See the audience out
2 people

Aftercare

40
Take down the sound system
3 people
41
Pack instruments
2 people
42
Put furniture back
4 people
43
Wash dishes
3 people
44
Clean the room
3 people
45
Collect waste
2 people
46
Empty and clean coolers
2 people
47
Return borrowed materials
2 people
48
Collect lost property

What to bring

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

Furniture

Chairsqty 110
Tablesqty 10
Bar stoolsqty 4
Coat racksqty 2
Foldable tablesqty 3

Equipment

Audio mixer
Speakersqty 2
Subwoofer
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 3
Guitar amplifiersqty 3
Monitor speaker
Audio cablesqty 12
Power extension cablesqty 8
Power stripsqty 6
Cable matsqty 8
Music standsqty 4
Guitar standsqty 6
Voting devicesqty 3
Spare guitar stringsqty 6
Picksqty 30

Lighting

Stage lightsqty 4
Atmosphere lightsqty 6

Decorations

Stage carpet
Program boardsqty 3
Tableclothsqty 10

Tableware

Glassesqty 120
Coffee cupsqty 50
Platesqty 120
Cutlery setsqty 120

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 6
Scissorsqty 3
Kitchen knivesqty 3
Cutting boardsqty 3

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Book the venue and sound equipment before confirming the final program. Check how many chairs, tables and power points the room can accommodate, and ask when you can access the building for setup.
Confirm each artist in writing and set the running order before invitations go out. Send arrival time, performance length, equipment available and details of the artist room at least one week before the concert.
Treat the soundcheck as a separate appointment, not a quick test before the doors open. Allow at least 60 to 90 minutes to position speakers, connect microphones, DI boxes and amplifiers, then test every guitar and vocal channel.
Prepare a simple equipment check for every guitarist 24 to 48 hours before the event. Include instruments, cables, picks, tuners and spare strings; small missing items are difficult to replace once the audience is arriving.
Finish the room setup before artists arrive. Leave a clear stage area, place the podium lamps and carpet, cover cables with cable mats, and keep the artist room ready so performers can tune and prepare without blocking the technical work.

Frequently asked questions

How far in advance should I book a venue for a guitar concert?: Book the venue as soon as you have a likely date, preferably at least 8 to 12 weeks ahead. This gives you time to confirm sound equipment, artists and access hours before invitations are sent.
How long does a guitar concert soundcheck take?: Allow 60 to 90 minutes for a small concert with several guitarists. Add another 15 to 20 minutes if artists use different amplifiers, microphones or DI boxes.
When should invitations be sent for a guitar concert?: Send invitations around 3 to 4 weeks before the concert, once the date, venue and main program are confirmed. Set an RSVP deadline about 7 days before the event so you can plan seating, drinks and dietary requirements.
What should I give guitarists before the concert?: Send the running order, arrival time, performance length, venue access instructions and available equipment at least 7 days in advance. Ask each artist to confirm their guitar, amplifier, cables and any special technical needs.

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