Solo concert checklist

A solo concert needs more than a performer and an instrument. You need a clear programme, a suitable venue, working sound equipment, an attendance plan and a reception that can be set up without delaying the performance. Start with the concert length and running order, then work towards registrations, printing and technical checks. On the day, allow time for chairs, signage, the music stand, microphone, drinks and snacks before guests arrive.

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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

Set the program and playtime
Reserve concert venue
Tune instrument and sound system
2 people
Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Create guest list and attendance list
Have programs printed
Assign volunteers for reception
Check accessibility with the venue
Do the shopping
2 people
Check stock and materials
2 people
Prepare name badges
Print signs and wayfinding boards

Event

Open venue
2 people
Set up chairs
3 people
Set up tables and reception desk
2 people
Set up the music stand and instrument
2 people
Test the microphone and basic sound
2 people
Hang decorations
2 people
Lay out the programs
Chill drinks
2 people
Set up the coffee and tea station
2 people
Arrange snacks on platters
2 people
Staff the reception desk
2 people
Welcome visitors
2 people
Guide visitors to their seats
2 people
Announce the concert program
Lead the break
2 people
Serve snacks and drinks
3 people
Refill drinks
2 people
Handle audience questions
Guide farewell for soloist

Aftercare

Pack leftovers
2 people
Put furniture back
3 people
Pack equipment and instruments
2 people
Wash dishes
2 people
Collect and remove waste
2 people
Clean the room
3 people
Return materials
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Reception desk
Stoolsqty 4

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 3
Teapotsqty 2

Kitchen

Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 10
Serving spoonsqty 6

Equipment

Music standsqty 2
Microphone
Microphone stand
Speakersqty 2
Mixer
Extension cordsqty 4
Power stripsqty 3

Decorations

Tableclothsqty 8
Flower arrangementsqty 4
Program standsqty 4
Wayfinding signsqty 6
Name badgesqty 30

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Toilet brushesqty 2

Catering

Coolersqty 3
Drink dispensersqty 2
Serving traysqty 8
Coffee filtersqty 100
Table numbersqty 8
Payment terminal
Cash box
Groceries

Tips

Set the programme and playing time before opening registrations. Include the expected arrival time, concert start and finish, and leave at least 30 minutes between opening the venue and admitting guests.
Check accessibility with the venue at least 2 weeks ahead. Confirm step-free access, accessible toilets, seating arrangements and a clear route from the entrance to the concert area.
Test the microphone, speakers, mixer and cables before guests arrive, not during reception. Allow 30–45 minutes for the sound check and keep extension cords and power strips out of walkways.
Print programmes, name badges and wayfinding signs at least 3 days before the concert. Print a few extra programmes and badges after comparing them with the latest attendance list.
Set up refreshments only after the main room is ready. Put coffee, tea, cups, glasses, plates, cutlery and serving utensils together, then chill drinks and arrange snacks shortly before doors open.

Frequently asked questions

How early should I arrive for a solo concert?: Arrive at least 2 hours before guests are due. This gives you time to open the venue, arrange chairs and tables, set up the instrument and music stand, complete the sound check and prepare reception materials.
How long should a solo concert programme be?: Plan the playing time around 60–90 minutes, often with one interval if needed. Add at least 30 minutes for guest arrival and reception, and state the start and finish times clearly in the invitations.
When should I send invitations for a solo concert?: Send invitations 3–4 weeks before the concert and close registrations several days before the event. Use the final registration list to prepare badges, seating, programmes and any dietary information.
How much time do I need to set up the concert venue?: Allow 90–120 minutes for the complete setup. Include chairs, reception tables, signs, decorations, refreshments, the instrument and music stand, followed by a 30–45 minute microphone and sound check.

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