Unplugged concert checklist from booking to soundcheck
An unplugged concert needs less amplification than a full-scale show, but the planning still depends on precise timing and a reliable technical setup. Confirm the venue and artists first, then work through permits, registrations, catering, volunteer roles, and guest information. In the final days, check every cable, stand, light, glass, and chair against the inventory. Leave enough time on the day to build the stage, test microphones and speakers, and deal with access issues before guests arrive.
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
Make reservations
Check permits
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program
Send artist information
Coordinate technical setup
2 people
Determine catering quantities
2 people
Assign volunteers
Send directions
Check the shopping list
2 people
Inventory materials
2 people
Rent missing equipment
Print the run sheet
Make name badges
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Inspect venue
2 people
Arrange keys and access
Mark Off Work Zones
2 people
Build stage floor
4 people
Set up chairs
4 people
Set up tables
3 people
Hang up decorations
3 people
Set up lighting
2 people
Set up the sound system
3 people
Connect microphones
2 people
Set up instruments
3 people
Perform sound check
4 people
Set up the catering buffet
3 people
Set out coffee and tea
2 people
Set up the registration desk
2 people
Place programs
2 people
Check toilets
2 people
Event
Welcome performers
2 people
Welcome visitors
3 people
Check off registrations
2 people
Explain the program
Guide the opening act
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep buffet clean
2 people
Assist performers
Announce performances
Lead the break
2 people
Swap microphones
2 people
Inform the audience
Support the main performance
3 people
Operate lighting
Monitor sound level
Announce the closing
Say goodbye to visitors
3 people
Collect lost and found items
Aftercare
Pack instruments safely
3 people
Turn off the sound system
2 people
Dismantle equipment
3 people
Collect tableware
3 people
Sort waste
2 people
Clear tables and chairs
4 people
Clean the venue
4 people
Clean the restrooms
2 people
Remove decorations
2 people
Chill leftover catering
2 people
Return materials
2 people
Wash dishes
3 people
Return equipment
2 people
Pay performers
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 90
- Beer tablesqty 8
- Buffet tablesqty 4
- Dressing room tablesqty 2
- Stoolsqty 8
- Stage sectionsqty 6
Equipment
- Acoustic guitarsqty 4
- Guitar standsqty 4
- Microphonesqty 5
- Microphone standsqty 5
- Mixer
- Active speakersqty 2
- Monitor speakersqty 2
- DI boxesqty 4
- XLR cablesqty 8
- Jack cablesqty 6
- Power stripsqty 6
- Extension cordsqty 8
- Cable traysqty 10
- Table microphonesqty 2
Lighting
- LED stage lightsqty 6
- Atmosphere lightsqty 12
- String lightsqty 4
- Spare batteriesqty 24
Tableware
- Water glassesqty 100
- Wine glassesqty 80
- Coffee cupsqty 70
- Platesqty 100
- Forksqty 100
- Knivesqty 100
- Spoonsqty 100
- Serving plattersqty 12
- Serving utensilsqty 12
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 4
- Ice cube traysqty 4
- Cutting boardsqty 4
- Chef's knifeqty 3
- Bread knivesqty 2
- Pliersqty 6
- Measuring cupsqty 2
- Thermos flasksqty 4
- Waste binsqty 6
Decorations
- Tableclothsqty 12
- Stage drapesqty 4
- Menu boardsqty 4
- Artist signsqty 6
- Flower arrangementsqty 8
- Directional signsqty 8
- Changing room hangersqty 12
Cleaning
- Bucketsqty 4
- Mopsqty 4
- Broom setsqty 3
- Dustpan and brushqty 3
- Cleaning clothsqty 20
- Hand soap dispensersqty 4
Catering
- Groceries
Tips
- Book the artists and confirm the date and venue before publishing invitations. Ask performers for their instrument list and technical requirements early, especially for acoustic guitars, microphones, DI boxes, monitors, and stage lighting.
- Allow at least 90 minutes before doors open for venue access, stage assembly, cable runs, microphone placement, and a complete soundcheck. Mark work zones so setup does not interfere with catering or guest seating.
- Plan seating and tableware from the registration count, then add a small buffer for late confirmations. Check dietary requirements before ordering food and count water glasses, wine glasses, coffee cups, plates, forks, and knives separately.
- Send the programme, directions, and artist information at least 3 days before the concert. Include arrival times, access instructions, and any parking or entrance details so fewer guests and performers need help at the door.
- Print the run sheet and prepare name badges before the event day. Assign volunteers to defined shifts for registration, artist support, refreshments, and pack-down rather than relying on people to find a job when they arrive.
Frequently asked questions
- How early should I start planning an unplugged concert?
- Start at least 8 to 12 weeks before the concert. Use the first weeks to confirm the venue, book artists, check permits, and establish the technical and catering requirements.
- How long before an unplugged concert should artists arrive?
- Ask artists to arrive 90 minutes before doors open. This allows time for access, instrument setup, microphone placement, monitor checks, and a short soundcheck without rushing.
- How many drinks should I plan per guest?
- For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person for each additional hour. Count water separately and chill the drinks before guests arrive.
- What equipment do I need for an unplugged concert?
- Allow for microphones, stands, a mixer, active speakers, monitor speakers, DI boxes, XLR and jack cables, power strips, extension cords, and cable trays. Check the complete inventory at least 7 days beforehand so missing equipment can still be rented.
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