New Year’s Concert Checklist

A New Year’s concert needs more than a confirmed lineup and a venue. You must coordinate artist requirements, music rights, registrations, catering, transport, staging, sound and lighting before the final week. This checklist puts the work in a useful order, from setting the date and reserving the venue to printing the run sheet and checking every room. Use it to spot details that are often left until the last minute, such as dietary requirements, cable safety, emergency lighting and chilled drinks.

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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
2 people
Confirm performers
2 people
Reserve venue
Check permits
Check insurance
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect artist information
Gather technical requirements
2 people
Book catering
Check music rights
Print the program
2 people
Order wristbands or tickets
Confirm artist transport
Print the run sheet
2 people
Print contact list
Check the weather forecast
Create the final visitor list
2 people
Do the shopping
3 people
Prepare catering
4 people
Chill drinks
2 people
Pick up venue keys
Check rooms
2 people
Check the stage
2 people
Set up sound equipment
4 people
Set up lighting
3 people
Set up instruments
3 people
Test microphones
2 people
Perform sound check
4 people
Test the lighting plan
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the entrance
2 people
Set up the cloakroom
2 people
Set up the catering buffet
4 people
Set out tableware and cutlery
2 people
Hang decorations
3 people
Put up the New Year sign
Clear emergency routes
2 people
Check toilets
Give staff briefing
2 people

Event

Welcome performers
2 people
Open the doors
3 people
Welcome visitors
4 people
Distribute program
2 people
Manage the cloakroom
2 people
Give the opening speech
Run the concert program
8 people
Serve break drinks
4 people
Serve snacks
4 people
Refill drinks
2 people
Perform the second concert set
8 people
Serve New Year’s drinks
5 people
Guide visitors
3 people
Operate sound and lighting
2 people
Announce the farewell
Close doors
2 people
See off the artists
2 people

Aftercare

Clear out the cloakroom
2 people
Clear away food and drinks
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Remove decorations
3 people
Tear down audio equipment
4 people
Dismantle lighting
3 people
Put furniture back
4 people
Inventory materials
2 people
Return borrowed items
2 people
Hand over the venue
2 people
Register lost and found items
Send thank-you message

What to bring

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

Furniture

Chairsqty 180
Tablesqty 12
Foldable tablesqty 4
Coat racksqty 4
Stage sectionsqty 6
Music standsqty 12
Stoolsqty 8

Tableware

Wine glassesqty 180
Water glassesqty 180
Coffee cupsqty 100
Platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Carafesqty 20

Equipment

Microphonesqty 8
Microphone standsqty 8
Speakersqty 4
Mixing console
DI boxesqty 4
Music stand lightsqty 12
Extension cordsqty 12
Power stripsqty 8
Cable traysqty 8
Laptop
Spare batteriesqty 24

Lighting

Stage spotlightsqty 6
Mood lightingqty 12
String lightsqty 8
Emergency lightingqty 4

Decorations

Gold garlandsqty 12
Balloonsqty 150
Balloon weightsqty 12
New Year's signqty 2
Tableclothsqty 16
Menu standsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 6
Ice containersqty 4
Serving utensilsqty 24
Cutting boardsqty 4
Knivesqty 8
Bottle openersqty 6
Corkscrewsqty 4
Waste binsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Laundry basketsqty 4

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Confirm the artists first, then check permits, insurance and music rights so you do not promote a programme that still has a legal or logistical gap.
Collect registrations and dietary requirements together. Set a clear deadline at least 7 days before the concert, giving the caterer time to adjust portions, serving platters and table settings.
Gather technical information from every artist no later than 2 weeks before the event. Confirm microphones, DI boxes, music stands, stage sections, power requirements and lighting so the mixing console and speakers match the programme.
Finish the room and front-of-house plan before printing materials. Allow space for chairs, tables, the garderobe, ticket or wristband checks, music stands, cable trays and clear emergency lighting routes.
Use the final week for confirmations rather than major decisions. Check the weather, confirm artist transport, prepare catering, cool the drinks, print the contact list and run sheet, and collect the venue keys before doors open.

Frequently asked questions

How far in advance should I organise a New Year’s concert?: Start at least 3 to 6 months ahead if artists, a venue and permits are involved. Confirm the date, programme and artists first, then allow time for invitations, registrations, catering and technical planning.
When should I send invitations for a New Year’s concert?: Send invitations as soon as the date, programme and venue are confirmed, ideally 6 to 8 weeks before the concert. Set the registration deadline 7 days before the event so you can finalise catering and the visitor list.
What technical equipment do I need for a New Year’s concert?: Plan for microphones, stands, speakers, a mixing console, DI boxes, music stand lights, extension cords, power strips and cable trays. Collect each artist’s technical requirements at least 2 weeks in advance and keep spare batteries available.
What should I check on the day of the concert?: Check the rooms, stage, seating, lighting, sound, emergency lighting, drinks and catering before guests arrive. Print the run sheet, contact list and final visitor list, and collect the venue keys early enough to fix problems before doors open.

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.