Senior concert checklist: what to arrange and when

A senior concert needs more than a confirmed performer and a room. Guests may need transport, step-free access, clear directions, name badges and enough time to register. Plan the programme and venue first, then handle invitations, dietary information, reservations and volunteer roles. In the final days, test the microphones and speakers, print the programme and signage, and set up seating, refreshments and the stage in a calm sequence.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Set the date and program
2 people
Confirm performers
Confirm the venue and room layout
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Make reservations
Coordinate transport for guests
2 people
Collect artist information
Print the music program
Prepare name badges
Assign volunteers
Check the access route
2 people
Test the equipment
2 people
Check the shopping list
2 people
Do the shopping
2 people
Pick up chilled products
2 people
Print the program and signage
Set up tables and chairs
4 people
Clear the stage floor
2 people
Set up sound equipment
3 people
Connect microphones
2 people
Set up lighting equipment
2 people
Hang decorations
3 people
Set up information table
2 people
Set up the reception table
2 people
Set up coffee station
3 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out crockery and cutlery
2 people
Check toilets
Clean the hall and entrance
3 people
Welcome performers
2 people
Run the sound check
3 people
Brief volunteers
2 people
Prepare sign-in sheet

Event

Open the doors
3 people
Welcome guests
4 people
Escort guests to their seats
3 people
Serve coffee and tea
4 people
Announce the program
Provide concert support
2 people
Monitor sound level
Refill drinks
2 people
Serve snacks
3 people
Announce break
Collect used cups
2 people
Restock the coffee station
2 people
Guide second concert part
2 people
Provide drinks for performers
Check toilets periodically
Announce the farewell
Guide guests to the exit
3 people
Hand out departure drinks
2 people
Collect lost property

Aftercare

Store leftovers in the fridge
2 people
Wash dishes
3 people
Sort and dispose of waste
2 people
Dismantle audio equipment
3 people
Dismantle lighting equipment
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Clean the restrooms
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Distribute leftover food
Archive registration details
Return lost property

What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Buffet tablesqty 3
Reception desk
Changing room table
Folding chairsqty 6
Coat racksqty 4
Waste binsqty 6

Tableware

Coffee cupsqty 130
Tea glassesqty 130
Water glassesqty 130
Dessert platesqty 130
Coffee spoonsqty 130
Pastry forksqty 130
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 4
Teapotsqty 4
Water jugsqty 8

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Music standsqty 4
Extension cordsqty 6
Power stripsqty 5
Cable matsqty 8
Laptop
Music player
Spare batteriesqty 12

Lighting

Stage spotlightsqty 4
Standing lampsqty 4
LED light stringsqty 4
Night lightingqty 4

Decorations

Tableclothsqty 12
Stage backdrop
Artificial flower arrangementsqty 8
Balloonsqty 80
Balloon ribbonqty 2
Welcome sign
Directional signsqty 8
Name badgesqty 120

Kitchen

Thermos flasksqty 8
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Serving traysqty 8

Cleaning

Microfiber clothsqty 12
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Toilet brushesqty 3

Catering

Groceries

Tips

Check the access route before invitations go out, including entrances, door widths, ramps, toilets and the distance from drop-off points. Arrange transport early rather than waiting for registration numbers to settle.
Close registrations several days before the concert so you can confirm dietary requirements, seating, refreshments, name badges and transport without last-minute changes.
Test every microphone, active speaker, mixer, music player and cable at least one day before the event. Keep spare batteries ready and cover cables with cable mats before guests arrive.
Set up the room in this order: clear the stage floor, place tables and chairs, arrange the reception and buffet areas, then connect sound and lighting. This prevents equipment cables from being trapped under furniture.
Allow at least 60 minutes before doors open for volunteers to check signs, programmes, badges, coats, water, coffee and tea. Keep one person available for guest questions instead of assigning everyone to setup.

Frequently asked questions

How far in advance should I organise a senior concert?: Set the date, programme, venue and performers at least 8 to 12 weeks ahead. Send invitations early enough to leave 2 to 3 weeks for registrations, dietary requirements and transport requests.
What should I check for older concert guests?: Check step-free access, seating with clear sightlines, nearby toilets, coat storage and a safe route from the entrance. Confirm transport and any assistance needs at least 7 days before the concert.
When should I test the sound equipment for a senior concert?: Do a full sound test at least 24 hours before the concert, including microphones, speakers, mixer, music player and spare batteries. Repeat a short microphone check 60 minutes before doors open.
How many chairs and tables do I need for a senior concert?: Prepare one chair per registered guest, plus 5 to 10% extra for late changes or replacements. Confirm the room layout before setup and leave clear access routes rather than filling every available space.

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.