Request Concert Checklist

A request concert needs more than performers and a playlist. You must collect requests, shape them into a workable programme, coordinate the repertoire and prepare the room for both sound and audience flow. This checklist puts the work in a practical order, from booking the venue and confirming performers to printing request cards, testing the audio setup and opening the doors. It also covers the details that are easy to leave until the last day, such as dietary requirements, drinks, name badges and cable safety.

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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

Reserve venue
Confirm performers
Send invitations
2 people
Publish request form
Process registrations
Collect dietary requirements
Compile program
2 people
Select requests
2 people
Align the repertoire
2 people
Reserve audio equipment
Order catering
Check the shopping list
Create technical floor plan
2 people
Assign volunteers
Send visitor information
Do the shopping
2 people
Print request cards
Prepare name badges
Collect materials
2 people
Prepare snacks
3 people
Chill drinks
2 people
Sort request cards

Event

Open venue
2 people
Set up tables and chairs
4 people
Clear the stage area
3 people
Set up the sound system
3 people
Connect lighting
2 people
Hang up decorations
2 people
Set up the catering buffet
3 people
Test the equipment
3 people
Welcome performers
2 people
Run the sound check
4 people
Set up the entrance
2 people
Welcome visitors
3 people
Hand out request cards
2 people
Host the concert
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Guide visitors out
2 people
Turn off the sound equipment
2 people

Aftercare

Dismantle furniture
4 people
Remove decorations
2 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Check borrowed items
2 people
Return equipment
2 people
Store leftover stock
2 people
Collect lost and found items

What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Buffet tablesqty 3
Changing room chairsqty 6
Coat racksqty 2
Waste binsqty 6

Tableware

Reusable glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6
Coffee potsqty 3

Equipment

Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music standsqty 6
Monitor speaker
Audio cablesqty 12
Instrument cablesqty 8
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Laptop for requests
Music stand lightsqty 4

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Spare bulbsqty 6

Decorations

Tableclothsqty 8
Backdrop cloth
Paper garlandsqty 8
Balloonsqty 80
Directional signsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 2
Serving knivesqty 4
Kettlesqty 2
Ice cube traysqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set a closing date for audience requests before you compile the programme. Leave at least 3–5 days between closing the form and the concert so you can select requests and align the repertoire with the performers.
Make the technical floor plan before the equipment arrives. Mark the stage area, microphones, monitor speaker, music stands, active speakers, mixer, power points and cable routes so setup does not become guesswork.
Assign volunteers to specific jobs rather than giving everyone a general task. For a small concert, plan separate people for registrations, request cards, refreshments, visitor questions and the room reset.
Print request cards and prepare name badges at least 1 day before doors open. Keep sorted cards near the request desk and provide a laptop for requests only if someone is assigned to monitor it.
Plan the final setup backwards from opening time. Allow roughly 2 hours for tables, chairs, buffet service, lighting, audio connections, drink chilling and a sound check, with extra time for missing cables or faulty bulbs.

Frequently asked questions

How far in advance should I organise a request concert?: Start at least 6–8 weeks before the concert. Book the venue and confirm performers first, then publish the request form early enough to leave 3–5 days for processing and programme planning.
When should I close requests for a request concert?: Close requests 3–5 days before the event if performers need time to review the repertoire. A firm deadline also gives you time to print cards, sort requests and prepare the final programme.
How long does it take to set up a request concert?: Allow about 2 hours for the room, stage, tables, chairs, lighting, catering area and audio equipment, followed by at least 30 minutes for a sound check. Add more time if volunteers are unfamiliar with the mixer or cable layout.
How many volunteers do I need for a request concert?: Plan for at least 4 volunteers for a small event: one for registration and visitor information, one for requests, one for refreshments and one for setup or troubleshooting. Add one extra person if performers need backstage support.

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