Jazz concert checklist: what to arrange and when

A jazz concert depends on more than booking musicians and opening the doors. You need a confirmed venue, a workable schedule, sound and lighting equipment, seating, catering, permits and a clear setup plan. Start with the date, location and performers, then move through registrations, suppliers and technical checks. On the day, allow time to inspect the stage floor, test microphones and speakers, place chairs and tables, and print the run sheet before guests arrive.

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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

Confirm date and location
Hire musicians
2 people
Set the schedule and times
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Reserve equipment
Reserve chairs and tables
Check permits
Check emergency exits
2 people
Create floor plan
Publish promotion
Assign volunteers
Print the run sheet
Gather music files
Check the shopping list
2 people
Do the shopping
2 people
Prepare catering
3 people
Collect materials
2 people

Event

Open venue
2 people
Inspect venue
2 people
Check the stage floor
2 people
Set up chairs
4 people
Set up tables
3 people
Set up stage
4 people
Connect the sound system
3 people
Set up instruments
4 people
Install lighting
2 people
Hang up decorations
2 people
Set up the entrance and coat check
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Test the equipment
3 people
Run the sound check
5 people
Staff the registration table
2 people
Welcome visitors
3 people
Distribute program
2 people
Manage the cloakroom
2 people
Deliver the welcome speech
Lead the first concert set
2 people
Serve snacks
3 people
Refill drinks
2 people
Announce break
Restock the buffet
2 people
Lead the second concert set
2 people
Serve the evening buffet
4 people
Artist support
Operate lighting
Guide the audience
2 people
Guide the final concert set
2 people
Announce the farewell
See visitors out
3 people
Lock the cloakroom
2 people
Turn off the sound equipment
2 people
Chill food leftovers
2 people

Aftercare

Collect tableware
3 people
Collect waste
3 people
Dismantle furniture
4 people
Dismantle stage and technical equipment
4 people
Clean the venue
4 people
Wash dishes
3 people
Inventory materials
2 people
Return equipment
2 people
Return furniture
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Register lost and found items

What to bring

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

Furniture

Chairsqty 110
Bistro tablesqty 12
Buffet tablesqty 4
Foldable tablesqty 3
Coat racksqty 2
Stoolsqty 8

Equipment

Stage sectionsqty 8
Mixing console
Speakersqty 2
Stage monitorsqty 3
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 3
XLR cablesqty 10
Instrument cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Cable tiesqty 100
Music standsqty 5
Piano stool

Lighting

Stage spotlightsqty 6
Atmosphere lightsqty 10
Light standsqty 2
Extension leads for lightsqty 6

Tableware

Water glassesqty 120
Wine glassesqty 120
Coffee cupsqty 80
Platesqty 120
Dessert platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12

Kitchen

Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Food warmersqty 4
traysqty 6

Catering

Drink dispensersqty 3
Coffee filtersqty 100
Napkinsqty 300
Menusqty 120
Name badgesqty 120
Groceries

Decorations

Tableclothsqty 16
Stage backdrop
Flower arrangementsqty 8
Menu standsqty 6
Directional signsqty 10
Clothes hangersqty 120

Cleaning

Waste binsqty 8
Mop setsqty 2
Vacuum cleaner
Cleaning bucketsqty 3
Cleaning glovesqty 6

Safety

Flashlightsqty 4
Fire extinguisherqty 2
Floor markingsqty 4

Registration

Registration listsqty 4
Pensqty 20
Wristbandsqty 120
Cloakroom numbersqty 120
Cash box

Tips

Confirm the venue and musicians before publishing the event. Check the available stage sections, power supply and access times at the same time, so equipment and setup can be planned around the room.
Set the schedule with separate times for venue access, equipment setup, soundcheck, doors opening and the performance. Give the soundcheck its own slot rather than trying to fit it in while guests arrive.
Ask for dietary requirements when processing registrations, then book catering using the final guest count. Do not leave plates, dessert plates, water glasses, wine glasses and coffee cups until the day of the concert.
Create the floor plan before reserving furniture. Mark the stage, speakers, mixing console, cable mats, chairs, bistro tables, buffet tables and coat racks, leaving clear routes to every emergency exit.
Prepare a printed run sheet and assign volunteers before opening the venue. During the final inspection, check the stage floor, microphones, microphone stands, cables, power strips, lighting and the position of every chair and table.

Frequently asked questions

How far in advance should I book musicians for a jazz concert?: Aim to confirm the musicians at least 8 to 12 weeks before the concert. This leaves time to set the schedule, publish promotion, send invitations and arrange the technical requirements.
When should I send invitations for a jazz concert?: Send invitations around 4 to 6 weeks before the event, with a registration deadline about 7 to 10 days before the concert. Use the final registrations to confirm seating, catering and dietary requirements.
How long before the concert should the venue be opened?: Allow at least 3 to 4 hours between opening the venue and welcoming guests. That time covers the venue inspection, stage and furniture setup, lighting, soundcheck and corrections to the floor plan.
What equipment does a jazz concert soundcheck need?: Plan time to test the mixing console, speakers, stage monitors, microphones, DI boxes, XLR cables and instrument cables. A focused soundcheck usually needs 60 to 90 minutes, depending on the number of musicians and microphones.

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