How to organize an acoustic concert

Start by fixing the date, venue, and artist before planning the room or catering. Once the repertoire and technical requirements are confirmed, you can build the seating plan, program, sound layout, and guest communications around them. Acoustic concerts often go wrong when cables, power, artist meals, or the break schedule are left until the final day. Allow time for a technical check, venue access, and a clear handover to the crew.

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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 artist and repertoire
2 people
3
Check permits and notifications
4
Make a venue reservation
5
Confirm artist contracts
6
Gather technical requirements
2 people
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Calculate catering quantities
2 people
11
Coordinate artist meals
12
Create the seating plan
13
Plan the program and break
2 people
14
Create technical floor plan
2 people
15
Send audience communications
16
Make crew name badges
17
Share route and parking information
18
Send artist information
19
Check the shopping list
2 people
20
Check supplies and equipment
2 people
21
Do the shopping
2 people
22
Collect equipment
2 people
23
Pick up venue keys
24
Chill drinks
2 people
25
Prepare snacks
3 people
26
Open venue
2 people
27
Conduct a safety check
2 people
28
Clear the stage area
3 people
29
Set up tables
3 people
30
Set up chairs
4 people
31
Set up the reception table
2 people
32
Set up the buffet table
3 people
33
Hang decorations
3 people
34
Lay the stage carpet
2 people
35
Set up instruments
2 people
36
Connect the sound system
2 people
37
Set up microphones
2 people
38
Set up lighting
2 people
39
Perform sound check
3 people
40
Welcome performers
2 people
41
Set up artist room
2 people
42
Give crew briefing
2 people

Event

43
Welcome visitors
3 people
44
Check off registrations
2 people
45
Distribute program
2 people
46
Serve coffee and tea
2 people
47
Serve snacks
3 people
48
Announce the concert
49
Support the first concert block
2 people
50
Refill drinks
2 people
51
Restock break buffet
3 people
52
Lead the break
3 people
53
Support the second concert block
2 people
54
Serve the artists' meal
2 people
55
Collect audience questions
56
Support the third concert block
2 people
57
Restock drinks and snacks
3 people
58
Give a thank-you speech
59
Guide the audience to the exit
2 people
60
See off the artists

Aftercare

61
Cover leftover snacks
2 people
62
Turn off the sound equipment
2 people
63
Pack instruments safely
2 people
64
Dismantle furniture
4 people
65
Remove decorations
3 people
66
Collect tableware
3 people
67
Sort waste
2 people
68
Wash dishes
3 people
69
Clean the restrooms
2 people
70
Clean the room
3 people
71
Load equipment
3 people
72
Perform final venue check
2 people
73
Lock up the venue
74
Return equipment
2 people
75
Clear away leftover stock
2 people
76
Process lost and found items
77
Send thank-you message

What to bring

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

Furniture

Bistro tablesqty 8
Chairsqty 90
Buffet tablesqty 3
Reception desk
Artist table
Stage stoolsqty 4
Music standsqty 3
Clothes racksqty 2

Equipment

Active speakersqty 2
Mietafel
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Instrument cablesqty 6
Microphone cablesqty 6
Power stripsqty 8
Extension cordsqty 8
Gaffer tapeqty 4
Cable traysqty 6
Speaker standsqty 2
Music stand lightsqty 3

Lighting

LED spotlightsqty 6
Mood lightingqty 4
String lightsqty 6
Batteriesqty 24

Tableware

Water glassesqty 100
Wine glassesqty 90
Coffee cupsqty 70
Platesqty 100
Coffee spoonsqty 70
Forksqty 100
Napkin holdersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 6
Scissorsqty 3
Cutting boardsqty 4
Bread knivesqty 3
Serving spoonsqty 6
Serving tongsqty 6

Decorations

Tableclothsqty 12
Stage carpet
Flower arrangementsqty 8
Menusqty 12
Program leafletsqty 100
Name badgesqty 20
Pensqty 12
Chalkboardsqty 3
Chalk markersqty 6

Cleaning

Waste binsqty 8
Broom setsqty 2
Mop setsqty 2
Bucketsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6
Microfiber clothsqty 20

Catering

Groceries

Tips

Confirm the artist, repertoire, contract, and technical requirements before sending invitations. This prevents changes to the program or equipment after guests have registered.
Plan the room around the sound setup first. Mark the stage stools, music stands, microphones, speakers, cables, and audience seating on a technical floor plan, then leave clear walking routes.
Schedule the sound check and room setup before the doors open. Allow at least 60 minutes for equipment checks and keep gaffer tape, extension cords, power strips, and spare batteries accessible.
Calculate catering separately for guests, crew, and artists. Collect dietary requirements during registration, plan the artist meal in advance, and chill drinks before guests arrive rather than during setup.
Send practical audience information several days before the concert. Include the route, parking details, start time, break timing, and any seating information so the reception desk is not handling avoidable questions.

Frequently asked questions

How far in advance should I book an acoustic concert venue and artist?: Aim to confirm both at least 8 to 12 weeks before the concert. This gives you time to check permits, sign the artist contract, confirm the repertoire, and arrange the required sound equipment.
How long does it take to set up an acoustic concert?: Allow around 3 hours for furniture, lighting, sound equipment, signage, and catering setup, plus at least 60 minutes for the artist sound check. Pick up venue keys early enough to avoid using guest arrival time for technical work.
How many drinks should I plan per guest at an acoustic concert?: For the first hour, plan on 2 to 3 drinks per guest, then about 1 drink per person per hour. Add water separately and account for the break, when demand usually increases.
When should I send invitations and collect dietary requirements?: Send invitations 4 to 6 weeks before the concert and close registrations about 7 to 10 days beforehand. Use the final registration list to calculate catering, create the seating plan, and confirm dietary requirements.

Start this plan in Lizzt

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