A practical checklist for organising a living room concert

A living room concert needs more than a performer and a few chairs. You need to coordinate the repertoire, guest registrations, artist access, sound equipment, seating, food, drinks, and the room itself. This checklist puts the work in a sensible order, from setting the date through the final sound check. It also covers details people often leave too late, such as dietary requirements, parking information, power cables, and a clear stage area.

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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

Set the date and program
Confirm the performer and repertoire
Send invitations
Process registrations
Collect dietary requirements
Share parking information
Coordinate artist access
Check the shopping list
Do the shopping
2 people
Chill drinks
Prepare snacks
2 people
Thoroughly clean the space
2 people
Set up instruments and equipment
2 people
Connect the sound system
2 people
Set up microphones and stands
2 people
Perform sound check
2 people
Set up tables and chairs
3 people
Clear the stage area
2 people
Hang decorations
2 people
Set up lighting
2 people
Set up the buffet and drinks table
2 people
Set out dishes and glasses
Arrange snacks on platters
2 people

Event

Welcome the artist
Prepare program and public information
Welcome guests
2 people
Serve drinks and snacks
2 people
Announce the concert
Guide the first concert segment
Refill drinks
Restock break snacks
2 people
Guide second concert part
Thank and wave off the performer
See off guests
2 people

Aftercare

Collect food and waste
2 people
Wash dishes
2 people
Turn off the sound equipment
2 people
Pack equipment and instruments
2 people
Put furniture back
3 people
Clean the room
2 people
Empty waste containers
Store leftover stock

What to bring

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

Furniture

Chairsqty 36
Bistro tablesqty 4
Buffet tablesqty 2
Stoolsqty 4

Equipment

Active speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Musical instrumentsqty 2
Instrument standsqty 2
Audio cablesqty 6
Power stripsqty 4
Extension cordsqty 4
Gaffer tapeqty 2

Lighting

Standing lampsqty 4
Mood lightingqty 3
String lightsqty 3

Tableware

Water glassesqty 40
Wine glassesqty 40
Coffee cupsqty 30
Platesqty 40
Forksqty 40
Knivesqty 40
Spoonsqty 40
Serving plattersqty 8
Serving utensilsqty 8

Kitchen

Water carafesqty 4
Coffee machinesqty 2
Thermos flasksqty 3
Coolersqty 3
Cutting boardsqty 2
Kitchen knivesqty 2
Pliersqty 4

Decorations

Tableclothsqty 6
Napkin holdersqty 4
Flower arrangementsqty 3
Program standsqty 2
Name badgesqty 36

Catering

Groceries

Tips

Confirm the performer, repertoire, arrival time, and equipment needs before sending invitations. Ask at least 2 weeks in advance whether the artist is bringing instruments, microphones, or amplification.
Close guest registrations several days before the concert and record dietary requirements, parking details, and expected arrival times. This gives you time to adjust chairs, glasses, snacks, and drinks instead of improvising on the day.
Finish the main room cleaning and furniture layout before setting up the sound system. Leave a clear performance area and check that chairs, stools, and tables do not block cables, entrances, or the artist’s route in.
Allow at least 60–90 minutes for equipment setup and sound check. Test the mixer, active speakers, microphones, stands, audio cables, power strips, and extension cords together, then secure loose cables with gaffer tape.
Prepare the buffet, drinks table, lighting, glasses, plates, and serving utensils before guests arrive. Chill drinks several hours ahead and keep water visible, with carafes and glasses placed away from the instruments and cables.

Frequently asked questions

How far in advance should I plan a living room concert?: Set the date and confirm the performer at least 4–6 weeks ahead. Send invitations once the program, arrival information, and approximate guest capacity are clear, then close registrations several days before the concert.
How long does setup take for a living room concert?: Allow 2–3 hours on the day if you need to arrange furniture, lighting, buffet tables, instruments, microphones, speakers, and cables. Reserve another 30–45 minutes for a proper sound check before guests arrive.
How many drinks and glasses do I need for a living room concert?: Plan around 2–3 drinks per guest for the first hour, then roughly 1 drink per person per additional hour. Provide at least 2 water glasses per guest and keep extra glasses available for breakage and the performer.
What should I check before guests arrive at a home concert?: Use a final 30-minute check for the stage area, sound, cable safety, seating, lighting, buffet, chilled drinks, dietary requirements, and public information. Welcome the artist before guests arrive so access, instruments, and the running order are settled.

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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.