How to organize an unplugged concert

An unplugged concert needs less equipment than a full live show, but the details still have to line up. Start by confirming the date and venue, booking the artists, and checking permits before invitations go out. Then build the program, collect registrations and dietary requirements, and turn the artist and technical information into one working schedule. On the day, allow time for access, stage assembly, soundcheck, seating, drinks, and a quiet room where performers can prepare.

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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
Book artists
3
Make reservations
4
Check permits
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Publish the program
9
Send artist information
10
Coordinate technical setup
2 people
11
Determine catering quantities
2 people
12
Assign volunteers
13
Send directions
14
Check the shopping list
2 people
15
Inventory materials
2 people
16
Rent missing equipment
17
Print the run sheet
18
Make name badges
2 people
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Inspect venue
2 people
23
Arrange keys and access
24
Mark Off Work Zones
2 people
25
Build stage floor
4 people
26
Set up chairs
4 people
27
Set up tables
3 people
28
Hang up decorations
3 people
29
Set up lighting
2 people
30
Set up the sound system
3 people
31
Connect microphones
2 people
32
Set up instruments
3 people
33
Perform sound check
4 people
34
Set up the catering buffet
3 people
35
Set out coffee and tea
2 people
36
Set up the registration desk
2 people
37
Place programs
2 people
38
Check toilets
2 people

Event

39
Welcome performers
2 people
40
Welcome visitors
3 people
41
Check off registrations
2 people
42
Explain the program
43
Guide the opening act
2 people
44
Serve drinks
3 people
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Keep buffet clean
2 people
48
Assist performers
49
Announce performances
50
Lead the break
2 people
51
Swap microphones
2 people
52
Inform the audience
53
Support the main performance
3 people
54
Operate lighting
55
Monitor sound level
56
Announce the closing
57
Say goodbye to visitors
3 people
58
Collect lost and found items

Aftercare

59
Pack instruments safely
3 people
60
Turn off the sound system
2 people
61
Dismantle equipment
3 people
62
Collect tableware
3 people
63
Sort waste
2 people
64
Clear tables and chairs
4 people
65
Clean the venue
4 people
66
Clean the restrooms
2 people
67
Remove decorations
2 people
68
Chill leftover catering
2 people
69
Return materials
2 people
70
Wash dishes
3 people
71
Return equipment
2 people
72
Pay performers
73
Send thank-you message

What to bring

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

Furniture

Chairsqty 90
Beer tablesqty 8
Buffet tablesqty 4
Dressing room tablesqty 2
Stoolsqty 8
Stage sectionsqty 6

Equipment

Acoustic guitarsqty 4
Guitar standsqty 4
Microphonesqty 5
Microphone standsqty 5
Mixer
Active speakersqty 2
Monitor speakersqty 2
DI boxesqty 4
XLR cablesqty 8
Jack cablesqty 6
Power stripsqty 6
Extension cordsqty 8
Cable traysqty 10
Table microphonesqty 2

Lighting

LED stage lightsqty 6
Atmosphere lightsqty 12
String lightsqty 4
Spare batteriesqty 24

Tableware

Water glassesqty 100
Wine glassesqty 80
Coffee cupsqty 70
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Bread knivesqty 2
Pliersqty 6
Measuring cupsqty 2
Thermos flasksqty 4
Waste binsqty 6

Decorations

Tableclothsqty 12
Stage drapesqty 4
Menu boardsqty 4
Artist signsqty 6
Flower arrangementsqty 8
Directional signsqty 8
Changing room hangersqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the venue, access arrangements, keys, and permits before booking artists or publishing the date. A venue inspection at least 2–3 weeks ahead can reveal missing stage sections, tables, power, or seating.
Send artists a practical information pack at least 7 days before the concert. Include arrival time, set times, directions, dressing-room arrangements, the equipment provided, and who will coordinate the sound setup.
Schedule soundcheck before guests arrive and leave at least 60 minutes for microphones, DI boxes, mixer levels, monitor speakers, active speakers, and cable routing. Keep spare cables, batteries, and power strips available rather than discovering gaps during the performance.
Plan quantities from registrations, not from the room’s maximum capacity. For a 2-hour concert, allow roughly 2–3 drinks per guest for the first hour and 1–2 more for the second, then add non-alcoholic options and any dietary requirements to the catering order.
Print the run sheet and mark work zones before setup begins. Keep the stage, cable routes, buffet tables, artist area, and guest seating separate so volunteers know where to work and cables do not cross walking paths.

Frequently asked questions

How far in advance should I organize an unplugged concert?: Start at least 8–12 weeks before the concert. Use the first 2 weeks for the date, venue, artists, permits, and reservations; invitations and registrations can follow once those basics are confirmed.
How long should soundcheck take for an unplugged concert?: Allow 60–90 minutes for a small acoustic lineup, including microphones, DI boxes, monitor speakers, and the mixer. Add another 30 minutes if several performers share the stage or the venue has difficult acoustics.
How many drinks do I need for an unplugged concert?: For a 2-hour event, plan 3–5 drinks per guest in total, depending on whether drinks are served throughout the program. Include water and non-alcoholic choices, and base the final order on confirmed registrations.
When should I send the concert program to guests and artists?: Send the guest program 5–7 days before the event, once timings are stable. Send artists their arrival time, set times, directions, and technical details at least 7 days ahead so changes can be resolved before concert day.

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