Seasonal concert checklist

A seasonal concert needs more than performers and a programme. You also need to confirm the venue, check music rights, manage registrations, collect dietary requirements and coordinate catering, sound equipment and volunteers. This checklist follows the work from the first bookings through the final room setup. It also covers details that are easy to leave too late, such as printing the visitor list, preparing name badges, cooling drinks and checking the weather and parking route.

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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 artists
Compile program
2 people
Check music rights
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Reserve equipment
Collect artist information
Develop the run sheet
2 people
Assign staff
2 people
Brief volunteers
2 people
Print the visitor list
Prepare name badges
Hang up floor plan
Check route and parking
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Sort tableware
2 people
Set up catering tables
2 people
Set out decorations
2 people
Check equipment
2 people
Open venue
2 people
Ventilate room
Set up tables and chairs
4 people
Set up the entrance desk
2 people
Set up the cloakroom
2 people
Build the catering buffet
3 people
Set out drinks
2 people
Hang decorations
3 people
Set up lighting
2 people
Connect the sound system
3 people
Test microphones
2 people
Set up instruments
3 people
Welcome performers
2 people
Run the sound check
4 people
Check toilets

Event

Staff the entrance
2 people
Welcome visitors
2 people
Serve aperitifs
3 people
Give the opening speech
Support the first concert block
3 people
Serve snacks
3 people
Refill drinks
2 people
Announce break
Restock the buffet
3 people
Support the second concert block
3 people
Serve hot drinks
2 people
Serve the artists' meal
2 people
Support the third concert block
3 people
Moderate audience questions
Assist with the closing concert
3 people
Deliver farewell speech
Wave goodbye to visitors
3 people
Collect lost and found items

Aftercare

Turn off the sound system
2 people
Collect tableware
3 people
Collect waste
3 people
Put furniture back
4 people
Remove decorations
3 people
Clean the venue
4 people
Wash dishes
3 people
Pack equipment
3 people
Return rental items
2 people

What to bring

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

Furniture

Chairsqty 110
Tablesqty 10
High tablesqty 6
Entrance desk
Coat racksqty 3
Clothes hangersqty 120
Buffet tablesqty 4
Artist table

Tableware

Water glassesqty 120
Wine glassesqty 120
Coffee cupsqty 80
Platesqty 120
Dessert platesqty 120
Forksqty 120
Knivesqty 120
Teaspoonsqty 80

Decorations

Flower arrangementsqty 10
Tableclothsqty 10
Napkinsqty 250
Welcome sign
Program standsqty 4
String lightsqty 6
Balloonsqty 80
Barrier tapeqty 2

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Music standsqty 8
Extension cordsqty 8
Power stripsqty 6
DI boxesqty 4
Instrument cablesqty 8
Laptop
Spare batteriesqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving traysqty 8
Serving spoonsqty 8
Cutting boardsqty 3

Cleaning

Waste binsqty 8
Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Lighting

LED spotlightsqty 4
Emergency lightsqty 2

Catering

Thermos flasksqty 6
Drink dispensersqty 3
Ice cube traysqty 4
Cooler cratesqty 6
Serving tongsqty 8
Labelsqty 40
Groceries

Tips

Confirm the date and venue before booking artists or sending invitations. Allow at least one working day to check access, room layout, parking and the equipment the venue already provides.
Set a registration deadline early enough to process the visitor list and dietary requirements before catering is booked. A clear deadline gives you time to adjust quantities and prepare name badges.
Check music rights before publishing the programme. Do this while the programme is still flexible, rather than discovering a permission issue after invitations have gone out.
Write the run sheet with arrival, sound check, performances, breaks, catering and pack-down times. Share it with artists, volunteers and technical staff before the concert day so everyone knows where to be.
Do the final room check before guests arrive: place chairs, tables, the entrance desk, buffet tables and coat racks, then test speakers, microphones, stands and the mixing desk. Chill drinks and prepare snacks only after the service area is ready.

Frequently asked questions

How far in advance should I organise a seasonal concert?: Start planning at least 8 to 12 weeks before the concert. This gives you time to confirm the venue and artists, check music rights, send invitations, process registrations and book catering.
When should I send invitations for a seasonal concert?: Send invitations after the date, location and programme are sufficiently confirmed, ideally 4 to 6 weeks before the event. Set the registration deadline at least 7 days before the concert so you can process the visitor list and dietary requirements.
How many volunteers do I need for a seasonal concert?: Plan separate cover for the entrance desk, wardrobe, room support and artist or catering assistance. For a small concert, assign roles at least 1 week in advance and brief volunteers before the event day.
When should I check the sound equipment?: Check the speakers, microphones, microphone stands, speaker stands, music stands and mixing desk during the venue setup, then test everything again before the sound check. Finish the final test at least 60 minutes 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.