Live Music Evening Checklist

A live music evening runs smoothly when bookings, guest information and technical checks are handled in the right order. Start with the artists and venue, then lock in the sound requirements before sending invitations. In the final week, confirm the program, dietary requirements and visitor list, and leave enough time for shopping and setup. On the day, clear the stage, test every microphone and cable, chill the drinks and prepare the buffet 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

Book artists
Reserve venue
Reserve sound system
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm music program
Coordinate technical requirements
2 people
Order catering
Order drinks
Create floor plan
Schedule volunteers
Finalize visitor list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the venue
2 people
Set up tables and chairs
4 people
Clear the stage area
2 people
Set up sound equipment
3 people
Set up instruments
2 people
Test microphones
2 people
Test lighting
2 people
Hang up decorations
2 people
Set up the buffet and bar
3 people
Set out dishes and glasses
2 people
Set up the reception desk

Event

Welcome performers
2 people
Welcome visitors
2 people
Check off registrations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Announce the performance
Support the first performance
2 people
Restock the buffet
2 people
Support the second performance
2 people
Announce the final round
See off guests
2 people

Aftercare

Dismantle audio equipment
3 people
Clear away furniture
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Remove decorations
2 people
Check borrowed items
2 people
Return rental items
2 people
Pay performers

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 90
Bar stoolsqty 6
Buffet tablesqty 3
Coat racksqty 2

Tableware

Wine glassesqty 90
Highball glassesqty 90
Coffee cupsqty 50
Platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving traysqty 12

Equipment

PA speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 4
XLR cablesqty 10
Instrument cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 10

Lighting

LED spotlightsqty 6
Light standsqty 2
Mood lightingqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Scissorsqty 4
Cutting boardsqty 4
Chef and serving knivesqty 8

Decorations

Tableclothsqty 8
Bannersqty 4
Balloon bundlesqty 8
Tealight holdersqty 20

Cleaning

Bucketsqty 3
Mugsqty 3
Vacuum cleaner
Cleaning glovesqty 6

Catering

Groceries

Tips

Book the artists and venue before announcing the evening, then confirm the music program and technical requirements no later than one week before the event.
Ask for dietary requirements when guests register and finalize the visitor list at least 48 hours before catering quantities are confirmed.
Allow at least 2–3 hours for room setup: arrange tables and chairs, clear the stage area, position the PA speakers and run cables through cable trays.
Test microphones, mixer, DI boxes, instrument cables and lighting before doors open. Keep extension cords and power strips accessible, but route them away from walkways.
Chill drinks several hours before guests arrive and set up the buffet and bar at least 30 minutes before the first arrival; keep coffee machines, kettles and thermos flasks ready for later service.

Frequently asked questions

How far in advance should I book musicians for a live music evening?: Aim to book the artists and venue at least 6–8 weeks ahead, especially if the evening has a fixed date. Confirm the lineup, set times and technical rider again 7 days before the event.
How long does it take to set up a live music evening?: Plan for 2–3 hours for tables, chairs, stage clearance, sound equipment, instruments, lighting and decorations. Reserve another 30–45 minutes for microphone and sound checks before guests enter.
When should I order catering and drinks for a live music evening?: Order catering after registrations and dietary requirements are collected, usually 7–10 days before the event. Buy or collect drinks 1–2 days beforehand so they can be chilled on the day.
What should I test before guests arrive at a live music evening?: Test every microphone, microphone stand, cable, DI box, speaker, mixer channel and light. Finish the full sound and lighting check at least 30 minutes before doors open, with spare cables and power available.

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