How to organize an accordion concert

An accordion concert needs more than confirmed performers and a room with chairs. Start by fixing the date and venue, then build the program, break, admission process, and visitor communication around the performers’ requirements. Sound, seating, lighting, and the artist route should be settled before invitations go out. In the final week, check registrations and dietary requirements, print the programs, chill the drinks, and turn the venue into a working concert space before the first guest arrives.

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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 venue
2
Set the concert date
2 people
3
Confirm performers
4
Compile program
2 people
5
Determine the break time
2 people
6
Set entrance fee
2 people
7
Design invitations
8
Send invitations
2 people
9
Announce the concert online
10
Process registrations
11
Collect dietary requirements
12
Update visitor list
13
Share the artist route
14
Reserve equipment
15
Order catering
16
Check the shopping list
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Print program booklets
20
Prepare admission fees

Event

21
Open venue
2 people
22
Check the Venue
2 people
23
Set up chairs
4 people
24
Set up the stage area
3 people
25
Set up sound equipment
3 people
26
Set up the instruments
2 people
27
Set up lighting
2 people
28
Hang decorations
3 people
29
Set up coffee station
2 people
30
Set out snack break refreshments
2 people
31
Set up the entrance table
2 people
32
Test the equipment
3 people
33
Welcome artists
2 people
34
Go over the program
3 people
35
Open the doors
3 people
36
Welcome visitors
3 people
37
Distribute program
2 people
38
Register entry
2 people
39
Support the concert
2 people
40
Serve coffee and tea
3 people
41
Serve break snacks
3 people
42
Refill drinks
2 people
43
Guide visitors
2 people
44
Guide second concert part
2 people
45
Look after the artists
2 people
46
Guide visitors out
3 people

Aftercare

47
Packing up instruments
3 people
48
Tear down audio equipment
3 people
49
Clear away chairs
4 people
50
Wash dishes
3 people
51
Pack leftovers
2 people
52
Collect waste
2 people
53
Clean the room
3 people
54
Check toilets
55
Remove decorations
2 people
56
Return equipment
2 people
57
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Tableclothsqty 8
Clothes racksqty 2

Equipment

Microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 4
Music standsqty 6
Spare batteriesqty 12

Lighting

Stage lightsqty 4
Mood lightingqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 8
Serving trays with lidsqty 4

Decorations

Balloonsqty 80
Decorative fabricqty 4
Table décorqty 8
Program boardsqty 4

Cleaning

Waste binsqty 6
Mop setsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Confirm the performers and compile the program before designing invitations. Include the planned break time and the expected running time, so visitors know what kind of evening they are booking.
Check the venue’s power and sound setup at least 7 days beforehand. Count microphones, stands, speakers, mixer inputs, extension cords, and power strips rather than assuming the room has everything you need.
Set admission fees and a registration process before announcing the concert online. Keep the visitor list updated weekly, then prepare the entrance money and a printed list for the door on the day itself.
Ask for dietary requirements when people register, not when catering arrives. Place the final catering order after the response deadline and check that you have enough cups, glasses, plates, serving spoons, trays, coffee equipment, and chilled drinks.
Plan the room in two separate stages: first the stage area and sound check, then chairs, tables, decorations, and refreshments. Open the venue early enough to test the microphones and speakers before guests begin arriving.

Frequently asked questions

How far in advance should I organize an accordion concert?: Start planning at least 8 to 12 weeks before the concert. Secure the venue and performers first, then allow several weeks for invitations, registrations, the program, catering, and equipment checks.
When should I send invitations for an accordion concert?: Send invitations 4 to 6 weeks before the concert, once the date, venue, performers, program outline, break time, and entrance fee are confirmed. Set a response deadline about 10 to 14 days before the event.
How much time should I allow for setting up the concert venue?: Allow at least 3 hours for setup and testing. Set up the stage area and sound equipment first, then arrange the chairs, tables, refreshments, lighting, and entrance area before opening the doors.
How many chairs and drinks do I need for an accordion concert?: Prepare one chair per registered visitor, plus 5 to 10 spare chairs if the venue allows it. For drinks, plan roughly 2 to 3 servings per person for the first hour, then add water and hot drinks for the break.

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