Reunion concert checklist

A reunion concert needs more than a stage and a guest list. You have to coordinate artists, registrations, dietary requirements, catering, transport and technical needs before the doors open. This checklist takes you from fixing the date and venue to checking ventilation, cooling drinks and preparing the hall. Use it to keep performance details, audience logistics and last-minute setup work on one schedule.

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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
2 people
Contact artists and band members
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Finalize the program
2 people
Book catering
2 people
Reserve audio equipment
2 people
Arrange transport for equipment
Collect artist information
Gather technical requirements
Create a floor plan of the hall
2 people
Send parking information
Prepare name badges
2 people
Print wristbands and entry forms
Put together a break playlist
Prepare presentation texts
2 people
Check catering quantities
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Make labels for diet dishes
Pick up venue keys
Open hall
2 people
Check lighting and ventilation
2 people
Set up tables and chairs
4 people
Clear the stage area
3 people
Set up the stage and microphone stands
3 people
Set up speakers and mixing desk
3 people
Set up lighting
3 people
Tape down cables securely
2 people
Hang up decorations
3 people
Set up the registration desk
2 people
Set up the buffet and drink stations
4 people
Set out tableware and cutlery
2 people
Arrange snacks on platters
3 people
Set aside diet dishes
2 people
Set up the cloakroom
2 people
Check toilets
Perform the technical sound check
4 people
Welcome performers
2 people
Set up instruments
3 people
Give the program to the host

Event

Staff the entrance
2 people
Welcome guests
2 people
Hand out name badges
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Guide guests to their seats
2 people
Give the opening speech
Support the first concert block
3 people
Restock break buffet
3 people
Start break music
Support the second concert block
3 people
Set up evening buffet
4 people
Serve the evening buffet
4 people
Collect crockery and glasses
2 people
Support the third concert block
3 people
Collect song requests
Announce the final
Guide the final concert
4 people
Handle farewell and thank-you speech
Guide guests to the exit
2 people
Collect lost property

Aftercare

Clear away drinks and food
3 people
Switch off equipment
3 people
Pack instruments safely
3 people
Put furniture back
4 people
Sort and remove waste
3 people
Wash dishes
3 people
Clean the hall and entrance
3 people
Clean the restrooms
2 people
Remove decorations
2 people
Register lost and found items
Return equipment
2 people
Return venue keys
Store leftover materials
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
High tablesqty 6
Coat racksqty 3
Stoolsqty 8

Equipment

Stage sectionsqty 12
Active speakersqty 4
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
XLR cablesqty 12
Instrument cablesqty 10
Power stripsqty 8
Extension cordsqty 10
Cable matsqty 12
Laptop for music
Music standsqty 6

Lighting

LED spotlightsqty 8
Light standsqty 2
Atmosphere lightsqty 10
Cable reelsqty 3

Tableware

Water glassesqty 100
Wine glassesqty 90
Coffee cupsqty 80
Platesqty 100
Soup bowlsqty 80
Cutlery setsqty 100
Serving spoonsqty 12
Serving plattersqty 16
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Water jugsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Serving trolleysqty 2
Food warmersqty 4
Thermometersqty 2

Decorations

Balloonsqty 100
Buntingqty 12
Photo backdrop
Photo framesqty 12
Tableclothsqty 10
Name badgesqty 90
Tealight holdersqty 20
Sticky tackqty 4
Scissorsqty 4

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Cleaning bucketsqty 3
Microfiber clothsqty 12
Toilet brushesqty 3
Rubber glovesqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm technical requirements with every artist before booking audio equipment. Ask about microphones, DI boxes, monitor speakers, instrument cables and power needs, then include those details in the floor plan.
Set a registration deadline at least 7 days before the concert. Use the final numbers to check catering quantities, prepare name badges, print wristbands and label meals for dietary requirements.
Plan equipment transport with enough time for unloading and a sound check. Stage sections, active speakers, mixing consoles, microphone stands, cables and cable mats should arrive before the hall opens.
Prepare the audience areas before focusing on decoration. Place tables, chairs, buffet tables, high tables and coat racks according to the hall plan, and send parking information with the invitations or registration confirmation.
Finish consumables and room checks on the day itself. Cool drinks, prepare snacks, collect the venue keys, then check lighting, ventilation and the position of water glasses, coffee cups, plates and cutlery before guests arrive.

Frequently asked questions

How far in advance should I plan a reunion concert?: Start at least 8 to 12 weeks before the concert. Fix the date and venue first, then contact artists, collect technical requirements and open registrations early enough to confirm catering numbers.
When should I send reunion concert invitations?: Send invitations as soon as the date, venue and basic programme are confirmed, preferably 6 to 8 weeks before the event. Set a registration deadline 7 days before the concert so catering and name badges can be finalised.
How much audio equipment do I need for a reunion concert?: The exact setup depends on the artists and hall, so collect technical requirements before booking equipment. Allow time for a full sound check with the mixing console, microphones, DI boxes, monitors, cables and power strips before doors open.
What should I do on the morning of the reunion concert?: Collect the keys, open the hall and check lighting and ventilation first. Then set up the room and stage, unload equipment, cool drinks, prepare snacks and complete the sound and programme checks before guests arrive.

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.