Living Room Concert Checklist

A living room concert needs more than chairs and a performer. You need to coordinate registrations, dietary requirements, parking details, sound equipment, lighting, drinks and the running order before guests arrive. This checklist puts the work in a practical sequence, from confirming the artist to welcoming guests and guiding the first concert segment. It also covers the small details people often leave until the last minute, such as coat storage, chilled drinks, tableware and the sound check.

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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

Send invitations
Process registrations
Collect dietary requirements
Confirm artist arrangements
Share parking information
Check the shopping list
Do the shopping
2 people
Chill drinks
Prepare snacks
2 people
Clear space
2 people
Set up tables and chairs
2 people
Connect sound equipment
2 people
Perform sound check
2 people
Set up lighting
Hang decorations
2 people
Set out tableware
Set up the snack buffet
2 people
Set up the entrance and coat check

Event

Welcome performers
Welcome guests
2 people
Explain the program
Serve drinks
2 people
Serve snacks
2 people
Guide the first concert segment
Announce break
Refill drinks
Guide second concert part
Moderate the Q&A
See off guests
2 people

Aftercare

Turn off the sound equipment
2 people
Wash dishes
2 people
Clean up the space
3 people
Collect waste
2 people
Clean the room
2 people
Return materials

What to bring

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

Furniture

Chairsqty 45
Foldable tablesqty 6
Side tablesqty 4
Coat rack
Clothes hangersqty 50

Tableware

Drinking glassesqty 50
Wine glassesqty 40
Coffee cupsqty 30
Cake platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Serving tongsqty 4
Carafesqty 6

Equipment

Active speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Audio cablesqty 6
Power stripsqty 4
Extension cordsqty 4
Instrument standsqty 3

Decorations

Tableclothsqty 6
Napkin holdersqty 6
Flower arrangementsqty 4
Mood lightingqty 4
Program flyersqty 50

Lighting

Standing lampsqty 3

Kitchen

Coolersqty 3
Thermos flasksqty 3
Kettlesqty 2

Cleaning

Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the artist arrangements before sending the final guest information. Share the arrival time, parking instructions and any access details early enough for performers to plan their journey.
Complete the sound check before guests arrive, not during the first conversations. Test the active speakers, microphones, mixer, cables and power strips together, then keep extension cords out of walkways.
Plan seating and clear the performance area at least 2 hours before the doors open. Leave enough space for instrument stands, microphones and performers to move without guests having to shift their chairs.
Chill drinks and prepare the snack buffet before welcoming the artist. Keep carafes, glasses, serving platters and tongs ready so you are not unpacking kitchenware during the opening segment.
Set up the entrance and coat check before the first guest arrives. A coat rack, hangers and a clear place for program flyers prevent the doorway from becoming crowded while you explain the schedule.

Frequently asked questions

How far in advance should I send invitations for a living room concert?: Send invitations around 4 to 6 weeks before the concert, especially if seating is limited. Set a registration deadline about 7 days before the event so you can confirm numbers, dietary requirements and tableware.
How many chairs do I need for a living room concert?: Prepare one chair for each registered guest, plus 2 or 3 spare chairs if space allows. Count performers and anyone helping with the entrance or serving separately so nobody has to borrow a chair during the concert.
When should I do the sound check for a living room concert?: Finish the sound check at least 60 minutes before guests arrive. Allow another 15 to 20 minutes to adjust microphone levels, speaker placement and cable routing after the performers arrive.
How much food and drink should I prepare for a living room concert?: For drinks, plan 2 to 3 servings per person for the first hour, then about 1 serving per person for each additional hour. Prepare snacks for the break as well as the arrival period, and add roughly 10% extra if attendance is not final.

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.