Wedding concert checklist

A wedding concert combines a ceremony or reception with live music, so several suppliers and timings must line up. Start by confirming the date and venue, then book the musicians, caterer, photographer and audio equipment before sending invitations. Guest numbers and dietary requirements affect the menu, seating and tableware. In the final week, confirm deliveries, print the music programme, check the weather and prepare the venue for setup.

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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
Book musicians
2 people
Book catering
2 people
Reserve audio equipment
Reserve photographer
Design invitations
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Coordinate the program
2 people
Print the music program
Arrange the table layout
2 people
Make name badges
2 people
Send route information
Check the weather forecast
Count the final number of guests
Confirm dietary menus
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Picking up the cake
2 people
Check tableware
Sort decorations
2 people
Open venue
2 people
Receive deliveries
2 people
Clean the room
3 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet furniture
2 people
Set up the bar
2 people
Set out tableware
2 people
Set out cutlery
Place name tags
2 people
Hang decorations
3 people
Place floral arrangements
2 people
Install the lighting decorations
2 people
Set up the sound system
3 people
Test microphones
2 people
Set up instruments
2 people
Review the music schedule
4 people
Prepare catering
4 people
Arrange snacks
2 people
Prepare buffet
3 people
Prepare coffee and tea
2 people
Set out drinks
2 people
Check toilets
Set up the welcome desk
2 people
Set up the cloakroom
2 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Escort guests to their seats
2 people
Lead opening speech
Handle the first concert set
4 people
Serve snacks
3 people
Refill drinks
2 people
Announce break
Serve the buffet
4 people
Serve diet meals
2 people
Clear away dishes
3 people
Handle the second concert segment
4 people
Set up the toast
2 people
Serve the toast
3 people
Cut the cake
3 people
Serve cake
4 people
Handle the third concert section
4 people
Serve the last round
2 people
See off guests
3 people

Aftercare

Collect lost items
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the bar and kitchen
3 people
Clear tables and chairs
4 people
Take down the sound system
3 people
Remove decorations
3 people
Do final venue inspection
2 people
Return keys
Return equipment
2 people
Return furniture
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Rectangular tablesqty 8
Cocktail tablesqty 4
Chairsqty 90
Buffet tablesqty 3
Bar stoolsqty 6
Coat racksqty 3

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 90
Dinner knivesqty 100
Dinner forksqty 100
Dessert spoonsqty 100
Serving spoonsqty 12
Soup ladlesqty 8
Serving plattersqty 12
Serving traysqty 10

Equipment

Speakersqty 2
Subwoofersqty 2
Mixing console
Wireless microphonesqty 3
Microphone standsqty 3
Speaker standsqty 2
Music standsqty 6
Instrument microphonesqty 4
DI boxesqty 3
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Spare batteriesqty 24

Lighting

LED spotlightsqty 8
String lightsqty 6
Table lampsqty 12
Lanternsqty 8

Decorations

Tableclothsqty 8
Napkin ringsqty 90
Vasesqty 16
Artificial flowersqty 40
Welcome sign
Program board
Name badgesqty 90
Menusqty 90
Table numbersqty 8
Balloonsqty 80
Balloon weightsqty 8

Kitchen

Coolersqty 4
Ice cube traysqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Food warmersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3
Cake knife
Cake spatula
Serving tongsqty 8
Bottle openersqty 3
Wine openersqty 4

Cleaning

Waste binsqty 6
Waste sorting binsqty 4
Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Tea towelsqty 12
Paper towel rollsqty 8

Catering

Groceries

Tips

Book the musicians and audio equipment early enough to confirm the stage layout, power supply and soundcheck time. A live setup may need speakers, subwoofers, microphones, stands, a mixing console and cables.
Send invitations only after the date, location and programme outline are fixed. Set a clear RSVP deadline so you can count final guests and confirm dietary menus before ordering food.
Plan the room around both dining and performance areas. Leave space for music stands, speaker stands, microphone stands and cables, while keeping routes to the buffet and bar clear.
Allow at least one dedicated delivery and setup window before guests arrive. Someone should be assigned to open the venue, receive deliveries, check tableware and verify that decorations and equipment have arrived.
Complete the final checks in the last few days: review the shopping list, chill drinks, confirm the cake pickup, check the weather forecast and send route information to guests. Print the music programme before setup day rather than during it.

Frequently asked questions

How far in advance should I book musicians for a wedding concert?: Start contacting musicians at least 6 to 12 months before the wedding concert, especially if the date is fixed or the group is popular. Confirm the playing times, breaks, soundcheck and equipment requirements in writing.
When should wedding concert invitations be sent?: Send invitations around 8 to 12 weeks before the event, or earlier if guests need to travel. Give guests a firm RSVP deadline, usually 3 to 4 weeks before the concert, so menus and seating can be finalised.
How many glasses and plates do I need for a wedding concert?: Count one dinner plate, dessert plate, dinner fork and dinner knife per guest, plus at least two water or wine glasses per guest when washing during the event is not possible. Add 10% extra for breakage, late additions and unexpected replacements.
When should the final guest count and dietary requirements be confirmed?: Set the final guest-count deadline 2 to 3 weeks before the wedding concert. Confirm dietary menus immediately afterwards, then use the final number to check catering quantities, seating, name badges and tableware.

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.