How to organize a living room concert

A living room concert works best when the room is planned around the performance, not around the furniture you normally keep there. Start by confirming the date and schedule with the performer, then build the guest list and practical information around it. On the day, leave at least two hours for clearing the room, setting up sound and lighting, and completing the soundcheck. The details people most often miss are safe instrument placement, enough power points, coat storage and a realistic arrival time for the artist.

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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 the date with the performer
2
Finalize the schedule and game times
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Finalize guest list
7
Send practical information to artist
8
Check the weather forecast
9
Do the shopping
2 people
10
Chill drinks
11
Prepare snacks
2 people
12
Clear the living room
2 people
13
Set out furniture
3 people
14
Clear the stage
2 people
15
Set up sound equipment
2 people
16
Place instruments safely
2 people
17
Set up lighting
18
Hang decorations
2 people
19
Set up the buffet and bar
2 people
20
Check the restroom and entrance
21
Soundcheck with artist
3 people

Event

22
Welcome guests
2 people
23
Supervise coats and bags
24
Serve welcome drinks
2 people
25
Give the opening speech
26
Lead the first concert set
27
Serve snacks
2 people
28
Refill drinks
29
Set out snack break refreshments
2 people
30
Lead the break
2 people
31
Lead the second concert set
32
Set up the dinner buffet
3 people
33
Serve dinner buffet
3 people
34
Collect tableware
2 people
35
Guide the third concert set
36
Serve dessert and coffee
2 people
37
Guide the request songs
38
Farewell and hand out coats
2 people
39
Ensure guests leave safely

Aftercare

40
Store leftovers in the fridge
2 people
41
Tear down audio equipment
2 people
42
Wash dishes
2 people
43
Collect waste
2 people
44
Clean the living room
2 people
45
Put furniture back
2 people
46
Remove decorations
47
Check equipment and cables
48
Return borrowed items
49
Arrange artist payment
50
Thank the guests

What to bring

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

Furniture

High tablesqty 3
Dining tablesqty 4
Chairsqty 36
Stoolsqty 4
Coat rack
Coat rack

Tableware

Wine glassesqty 40
Water glassesqty 40
Coffee cupsqty 30
Dinner platesqty 40
Dessert platesqty 40
Cutlery setsqty 40
Serving plattersqty 8
Serving spoonsqty 8

Equipment

Active speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Music cablesqty 6
Power stripsqty 4
Extension cordsqty 4

Lighting

Atmosphere lightsqty 6
LED string lightsqty 3
Spare batteriesqty 24

Decorations

Tableclothsqty 6
Flower bouquetsqty 4
Welcome sign
Menusqty 36

Kitchen

Coffee maker
Kettlesqty 2
Coolersqty 2
Thermos flasksqty 3

Cleaning

Washing-up bowlsqty 2
Dustpans and brushesqty 2

Catering

Groceries

Tips

Confirm the performance date and running order before sending invitations. Give guests a clear arrival time and tell the performer when the room will be available for setup.
Plan the room in three zones: a clear performance area, seating for the audience, and a separate drinks and buffet area. Remove furniture early enough to leave at least 90 minutes for equipment setup.
Schedule the soundcheck before guests arrive, allowing 30 to 45 minutes for microphones, stands, cables, the mixer and active speakers. Keep spare batteries and extension cords where the performer can find them.
Prepare drinks and snacks before the first guest arrives, then chill drinks at least 3 hours in advance. Count on 2 to 3 welcome drinks per person for the first hour, plus water within easy reach.
Send the artist practical information at least 3 days before the concert, including access details, the setup window, available equipment and dietary information for any shared meal. Check the entrance, restroom, coat rack and weather forecast on the same day.

Frequently asked questions

How early should I start planning a living room concert?: Start at least 4 to 6 weeks ahead if you need to confirm a performer, collect registrations and finalize the guest list. Send practical information to the artist no later than 3 days before the concert.
How long does it take to set up a living room concert?: Allow about 2 hours on the day for clearing furniture, arranging seating, setting up sound and lighting, and preparing the buffet and bar. Reserve another 30 to 45 minutes for the soundcheck before guests arrive.
How many guests fit in a living room concert?: Use the number of seats and the clear performance area to set the limit rather than the room’s standing capacity. Leave a passage to the entrance and restroom, and avoid placing chairs or high tables where cables and instruments need to be handled.
How much food and drink do I need for a living room concert?: Plan 2 to 3 drinks per guest for the first hour, with water available throughout the performance. Prepare snacks before arrival and confirm dietary requirements when registrations are processed, ideally at least 1 week beforehand.

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