New Year's Concert Planning Checklist

A New Year's concert needs more than a confirmed date and a good program. You need to coordinate performing associations, conductors and soloists, schedule rehearsals, manage registrations and prepare the audience experience. Work through the plan from programming and bookings to tickets, catering, printed materials and technical checks. The final week is when forgotten details—music parts, payment equipment, coat storage, directions and cable safety—usually create unnecessary pressure.

Organize this event for free with Lizzt

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
2 people
Compile the concert program
3 people
Confirm performing associations
2 people
Confirm conductors and soloists
2 people
Set rehearsal dates
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Make reservations
2 people
Set admission prices
2 people
Set up ticket sales
2 people
Design program leaflets
2 people
Have program brochures printed
Assign volunteers
2 people
Place catering orders
2 people
Collect music scores
3 people
Prepare parts for conductors
2 people
Coordinate technical setup
3 people
Reserve microphones
Prepare consumption tokens
2 people
Prepare cash drawer
Test payment terminal
Publish directions
Publish parking information
Send artist information
2 people
Prepare reception area
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set out tableware
2 people
Set out the room layout
3 people
Set up tables
3 people
Set up chairs
4 people
Hang up decorations
2 people
Clear the stage area
2 people
Set up music stands
3 people
Set up the instrument room
3 people
Connect sound equipment
3 people
Set up lighting
2 people
Perform sound check
4 people
Lay out program brochures
2 people
Set up the entrance table
2 people
Set up the cloakroom
2 people
Check toilets
Clear emergency routes
2 people

Event

Welcome performers
3 people
Welcome visitors
4 people
Check tickets
2 people
Hand out program brochures
2 people
Manage the cloakroom
2 people
Direct visitors to their seats
3 people
Announce the concert
Coordinate stage changes
4 people
Operate microphones
2 people
Serve drinks
4 people
Serve snacks
3 people
Refill drinks
2 people
Announce break
Replenish break catering
3 people
Answer visitor questions
2 people
Supervise the hall
2 people
Handle farewell and thank-you speech
Manage coat check
2 people
Close the register
2 people
Store leftovers refrigerated
2 people

Aftercare

Collect instruments safely
4 people
Disconnect sound equipment
3 people
Turn off lights
Clear away chairs
4 people
Clear tables
3 people
Remove decorations
2 people
Wash dishes
3 people
Clean the bar
2 people
Clean the room
4 people
Clean the restrooms
2 people
Collect waste
3 people
Empty waste containers
2 people
Collect lost and found items
Return venue keys
Return borrowed materials
2 people
Pack leftover catering
2 people
Securely store the cash takings
2 people
Collect invoices and receipts
Send thank-you messages
2 people
Archive photo and video materials

What to bring

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

Furniture

Tablesqty 8
Chairsqty 180
Stoolsqty 12
Coat racksqty 4
Clothes hangersqty 200
Bollardsqty 8

Tableware

Wine glassesqty 180
Water glassesqty 180
Coffee cupsqty 120
Platesqty 120
Pastry platesqty 180
Coffee spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 20
Serving tongsqty 12
Carafesqty 20

Equipment

Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Amplifier
Music standsqty 70
Conductor podiumsqty 2
Audio cablesqty 12
Extension cordsqty 12
Power stripsqty 8
Cable matsqty 10
Spare batteriesqty 24

Lighting

Stage lightsqty 6
Atmosphere lightsqty 12

Decorations

New Year's garlandsqty 10
Table décorqty 12
Glowing starsqty 20
Program standsqty 4

Catering

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Drink cratesqty 8
Serving plattersqty 20
Wok pansqty 4
Waste binsqty 8
Cash drawer
Payment terminal
Consumption tokensqty 1000
Program leafletsqty 200
Name badgesqty 80
Pensqty 20
Receiptsqty 4
Groceries

Cleaning

Broomqty 2
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 4
Trash bag holdersqty 8

Tips

Confirm the date and location before inviting performers, then set rehearsal dates early enough for every association, conductor and soloist to commit. Keep the final program available when preparing music scores and conductor parts.
Set up ticket sales only after admission prices, seating capacity and registration details are agreed. Prepare a clear process for dietary requirements and send directions and parking information with the confirmation message.
Place catering orders against confirmed registrations, then check the serving plan: tables, chairs, coat racks, glasses, coffee cups, plates, serving platters and utensils must be ready before guests arrive.
Test the complete sound setup at the venue, including microphones, stands, speakers, mixer, amplifier, cables, extension cords and power strips. Cover cables with cable mats and keep spare batteries available for wireless equipment.
Prepare the event desk at least 60 minutes before doors open with the cash drawer, tested payment terminal and consumption tokens. Assign volunteers to admissions, coats, catering, stage support and audience questions rather than leaving one person to cover everything.

Frequently asked questions

How far in advance should I organise a New Year's concert?: Confirm the date and location at least 6 months ahead, especially if several performing associations are involved. Aim to have the program, performers and rehearsal dates settled 8 to 12 weeks before the concert.
When should tickets go on sale for a New Year's concert?: Open ticket sales around 6 to 8 weeks before the concert once prices, capacity and the seating or registration process are confirmed. Close or review registrations early enough to place catering orders and collect dietary requirements.
How many rehearsals are needed for a New Year's concert?: Plan at least 2 to 3 scheduled rehearsals, with the final one including the full program and technical setup. Reserve additional time on the concert day for soundcheck and stage positioning.
What should be tested on the day of a New Year's concert?: Allow at least 90 minutes before doors open to test microphones, speakers, mixer, amplifier, lighting and all power connections. Also test the payment terminal, check the cash drawer, arrange music stands and conductor podiums, and place cable mats before the audience enters.

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.