New Year's concert checklist: what to arrange and when

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

What to bring

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

Tips

• Confirm the repertoire and musicians before sending the final programme to guests. This gives you a fixed basis for invitations, the run sheet and any printed visitor information.
• Close registrations early enough to calculate chairs, tables, catering and drinks from real numbers. Collect dietary requirements at the same time; doing it after ordering usually means extra work or missing alternatives.
• Check the venue’s power points and technical requirements before bringing active speakers, the mixer, wireless microphones and stands. Test every microphone, DI box, extension cord and power strip together rather than checking items separately.
• Draw the public-area floor plan before arranging seating and tables. Leave clear routes to the entrance, coat racks, toilets and exits, and keep enough space for music stands and performers.
• Use the final day for practical preparation: print the run sheet and visitor list, sort decorations, chill drinks, prepare snacks and pack serving trays, glasses and coffee equipment together. Assign volunteers to opening, registration, catering and room changes before the hall opens.

Frequently asked questions

How far in advance should I organise a New Year's concert?

Start at least 8 to 12 weeks ahead if musicians, catering and a venue are involved. Confirm the programme, reservations and technical requirements first, then open registrations once the main details are fixed.

How many drinks should I plan for a New Year's concert?

For the first hour, allow about 2 to 3 drinks per guest, then around 1 drink per person per hour. Add water separately and use the confirmed registration total when checking quantities and chilling drinks.

When should I finalise the seating and floor plan?

Create the first floor plan 2 to 3 weeks before the concert, once the venue details and expected attendance are known. Finalise chair and table numbers after registrations close, usually 5 to 7 days before the event.

When should I test the concert sound equipment?

Test the mixer, active speakers, microphones, stands, DI boxes and cables at least 1 day before the concert. On the event day, allow another 60 to 90 minutes for setup and a complete sound check before opening the hall.

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