Arena concert checklist: what to arrange and when

An arena concert needs more than a performer, a stage and tickets. You need to coordinate permits, insurance, security, first aid, sound, lighting, access, ticket scanning and crew logistics before the doors open. This checklist brings 78 tasks and 56 items into one planning sequence, from booking the venue to checking emergency exits and preparing the crew run sheet. Use it to spot the details that are easiest to leave until the last week.

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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

Book performers
2 people
Reserve the venue and hall
2 people
Apply for event permit
Take out insurance
Book sound and lighting
2 people
Arrange security
Arrange the first aid team
Book crew catering
Open ticket sales
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send artist information
Create the crew run sheet
2 people
Develop audience routing
2 people
Check emergency exits
2 people
Check accessibility
2 people
Publish parking information
Publish the program
Prepare crew passes
2 people
Sort wristbands
2 people
Test ticket scanners
2 people
Check the technical rider
2 people
Confirm catering quantities
Do the shopping
4 people
Chill drinks
4 people
Prepare artist reception
3 people
Set up the stage
12 people
Set up the sound system
10 people
Set up lighting
8 people
Set up bar and serving stations
8 people
Set up chairs and tables
8 people
Set up security barriers
6 people
Set up entrance desks
5 people
Place signage and route signs
4 people
Set up backstage
5 people
Set up the cloakroom
4 people
Set up the first aid station
3 people
Check toilets
2 people
Set up the merchandise desk
3 people

Event

Welcome performers
3 people
Run the sound check
8 people
Test light show
4 people
Serve the crew meal
4 people
Open the public entrance
10 people
Scan Tickets
12 people
Hand out wristbands
6 people
Staff the cloakroom
6 people
Guide audience to their seats
8 people
Serve drinks and snacks
16 people
Refill drinks
6 people
Sell merchandise
4 people
Manage crowd flow
12 people
Guide guests to accessible seating
3 people
Guide the pre-program
4 people
Announce the main act
2 people
Carry out stage changes
10 people
Take care of artists backstage
4 people
Handle first aid and incidents
6 people
Clean the toilets in between
4 people
Guide the audience to the exit
12 people
Manage coat check
6 people

Aftercare

Turn off sound and lighting
6 people
Tear down bar and catering
8 people
Collect waste
8 people
Clear away chairs and tables
8 people
Remove security barriers
6 people
Clean backstage
4 people
Clean the room
10 people
Dismantle the stage
12 people
Load in equipment
10 people
Count remaining stock
2 people
Register lost and found items
2 people
Return materials
4 people
Return venue keys
Collect supplier invoices
Respond to visitor messages
2 people
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 24
Stage stepsqty 2
Artist tablesqty 12
Crew tablesqty 20
Crew chairsqty 120
Bar stoolsqty 40
Coat racksqty 20
Roll containersqty 20
Crowd control barriersqty 80
Crowd barriersqty 120
Tables for entranceqty 12
Chairs for crewqty 80

Equipment

Speakersqty 16
Subwoofersqty 8
Mixing consolesqty 3
Wireless microphonesqty 12
Microphone standsqty 14
DI boxesqty 12
Stage monitorsqty 10
Cable reelsqty 12
Power splittersqty 20
Walkie-talkiesqty 30
Ticket scannersqty 16
Payment terminalsqty 12

Lighting

LED spotlightsqty 24
Moving headsqty 16
Light standsqty 6
Spotlightsqty 2
Light controllersqty 2
Cable rampsqty 24

Tableware

Reusable cupsqty 6000
Wine glassesqty 120
Platesqty 200
Cutlery setsqty 200

Kitchen

Refrigerated trucksqty 2
Coolersqty 12
Coffee machinesqty 4
Kettlesqty 4
Food warmersqty 8
Cutting boardsqty 8
Knivesqty 12
Serving plattersqty 30

Decorations

Backdrop
Merchandise signsqty 6
Route signsqty 30
Entrance bannersqty 8
Crew passesqty 180
Wristbandsqty 6000

Cleaning

Waste binsqty 60
Hand sanitizer stationsqty 24
Cleaning cartsqty 6
Mopsqty 12
Bucketsqty 12
Work glovesqty 30
Rubble containersqty 4

Catering

Groceries

Tips

Start with the venue, permit and insurance work before confirming the full production setup. Permit applications and insurance documents can take several weeks, so do not leave them until ticket sales are already open.
Set the technical plan before the artist information is finalised. Check the technical rider, then confirm speakers, subwoofers, mixing consoles, microphones, monitors, lighting control and cable protection against the venue layout.
Create separate arrival routes for artists, crew and the audience. Publish parking information early, prepare crew passes and wristbands, and make sure crowd barriers, entrance tables and ticket scanners are ready before doors open.
Confirm staffing and catering quantities at least one week before the concert. Include the first aid team, security, crew catering, dietary requirements and enough walkie-talkies for the people coordinating entrances, backstage and emergency response.
Run a full event-day test before the audience arrives. Test every ticket scanner and payment terminal, walk the emergency exits and accessibility routes, check the lighting and sound setup, and brief the crew from one current run sheet.

Frequently asked questions

How far in advance should I plan an arena concert?: Start the core planning at least 6 to 12 months before the concert. Venue availability, performers, permits, insurance, technical production and security usually need to be confirmed before you open ticket sales.
When should ticket sales open for an arena concert?: Open ticket sales only after the venue, program, capacity, access information and basic safety arrangements are confirmed. Allow at least 8 to 12 weeks for sales and keep time afterward to process registrations and collect dietary requirements.
How many crew members do I need for an arena concert?: The number depends on the venue, audience size and production, but plan separate coverage for production, entrances, security, first aid, artists, catering and audience routing. Finalise the crew list at least 2 weeks before the event so passes, chairs, catering and the run sheet can be prepared.
When should I test ticket scanners and emergency exits?: Test ticket scanners, payment terminals, emergency exits and accessibility routes during the final venue check, ideally 2 to 4 hours before doors open. Repeat the briefing after setup changes and record who is responsible for each entrance and exit.

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.