New Year's concert checklist

A New Year's concert needs more than a confirmed date and a booked musician. You need time to build the programme, manage registrations, check music rights, prepare dietary portions, and test the sound system before guests arrive. This checklist takes you from the first reservations to the final room check. Use it to keep performers, technical equipment, refreshments, seating, and visitor information aligned on the day.

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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

Confirm date and location
Book musicians
2 people
Make reservations
Compile program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Check music rights
Print the run sheet
Print the visitor list
Check contact details
Align technical requirements
2 people
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Prepare snacks
4 people
Pack diet portions separately
2 people
Open venue
2 people
Ventilate room
2 people
Check floor and entrance
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the musicians' room
3 people
Set up the sound system
3 people
Connect microphones
2 people
Set up instruments
3 people
Perform sound check
3 people
Set up lighting
2 people
Hang decorations
3 people
Set up the buffet
3 people
Set up coffee station
2 people
Set out drinks
2 people
Set out tableware
2 people
Check toilets
Set up the entrance and coat check
2 people
Place the program at the entrance

Event

Open the doors
2 people
Welcome visitors
3 people
Distribute program
2 people
Manage the cloakroom
2 people
Give the opening speech
Support the first concert block
3 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Announce break
Restock the buffet
3 people
Support the second concert block
3 people
Collect used dishes
2 people
Empty trash bins
2 people
Take care of musicians
2 people
Serve New Year's buffet
4 people
Serve diet meals
2 people
Support the third concert block
3 people
Announce the countdown
Host the New Year's moment
3 people
Guide visitors to the exit
3 people
Manage coat check
2 people

Aftercare

Turn off the sound equipment
2 people
Pack instruments
3 people
Clear the buffet
3 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
4 people
Clean the restrooms
2 people
Remove decorations
2 people
Store equipment safely
3 people
Return borrowed items
2 people
Store leftover stock
2 people
Take waste to the collection point
2 people
Keep lost and found items

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 100
Buffet tablesqty 3
Stoolsqty 4

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music standsqty 8
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Cable traysqty 6
Spare batteriesqty 24

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 8
String lightsqty 6
Lanternsqty 4

Tableware

Drinking glassesqty 100
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Coolersqty 4
Ice containersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Aluminum foilqty 4
Food storage containersqty 12

Decorations

Balloonsqty 100
Serpentinesqty 20
Tableclothsqty 10
New Year bannersqty 4
Confetti-free table decorqty 10
Program standsqty 4

Cleaning

Mop setsqty 2
Bucketsqty 3
Broom and dustpanqty 2
Vacuum cleaner
Cleaning glovesqty 8
Waste binsqty 6
Waste sorting binsqty 3

Catering

Groceries

Tips

Confirm the date and venue before booking musicians or sending invitations. Then allow time to compile the programme, process registrations, and collect dietary requirements.
Check music rights several weeks before the concert, not during the final venue setup. Keep the confirmed programme and contact details together with the printed run sheet.
Plan the technical setup before moving furniture. Speakers, microphones, the mixer, DI boxes, stands, extension cords, and power strips need clear cable routes secured with cable trays or gaffer tape.
Buy non-perishable supplies first and leave chilled drinks and snacks for the final preparation window. Chill drinks on the day before or early on the event day so they are ready when guests arrive.
Open the venue early enough to ventilate the room, inspect the entrance and floor, arrange tables and chairs, prepare the musicians' room, and complete a sound check before the audience is admitted.

Frequently asked questions

How far in advance should I organise a New Year's concert?: Start at least 8 to 12 weeks before the concert. Use the first weeks for the date, venue, musicians, reservations, programme, invitations, and music rights; keep the final week for registrations, shopping, printing, and confirmations.
When should I check music rights for a New Year's concert?: Check them as soon as the programme is stable, preferably 4 to 6 weeks before the concert. If the programme changes, review the rights again before printing the final run sheet.
How early should I open the venue on concert day?: Allow at least 3 hours before the audience arrives. That gives you time to ventilate the room, check the entrance and floor, arrange seating, set up the musicians' room and sound system, and complete a sound check.
How many drinks should I prepare for a New Year's concert?: For the first hour, plan on 2 to 3 drinks per guest, then adjust for the expected concert length and whether drinks are served during an interval. Add water and keep dietary or special portions clearly separated before service begins.

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.