Benefit concert checklist and planning guide

A benefit concert needs more than a lineup and a ticket link. You have to confirm the charity, permits, performers, technical setup, volunteers, catering and drink stock before the doors open. Start with the date, location and budget, then work toward ticket sales and promotion. In the final week, focus on reservations, artist information, the printed technical plan and a clear volunteer schedule so the event runs smoothly.

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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
Contact performers
2 people
Check permits
Confirm the charity
2 people
Prepare the budget
2 people
Approach sponsors
2 people
Compile program
2 people
Confirm performers
Gather technical requirements
2 people
Reserve audio equipment
Design invitations
2 people
Send invitations
2 people
Open online ticket sales
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
Calculate drink stock
2 people
Publish promotion
2 people
Create volunteer schedule
Send artist information
Confirm reservations
Print the technical plan
Count drink vouchers
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the register and change
2 people
Open venue
2 people
Set up the stage
4 people
Connect sound equipment
3 people
Hang lighting
3 people
Set up chairs
3 people
Set up tables
2 people
Hang up decorations
2 people
Set up the catering buffet
3 people
Set up information table
2 people
Check toilets
Clear emergency routes
2 people
Perform sound check
3 people
Welcome performers
2 people
Set up backstage
2 people

Event

Check the entrance
3 people
Welcome visitors
3 people
Distribute program
2 people
Register donations
2 people
Serve drinks
3 people
Serve snacks
3 people
Support the first performance
3 people
Refill drinks
2 people
Support the second performance
3 people
Explain the charity goal
Guide the third performance
3 people
Restock the buffet
2 people
Clear tables
2 people
Support the fourth performance
3 people
Check safety and order
2 people
Support the final performance
3 people
Process final donations
2 people
See visitors out
3 people

Aftercare

Disconnect sound equipment
3 people
Dismantle stage and lighting
4 people
Put furniture back
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
3 people
Count inventory
2 people
Return materials
2 people
Transfer the donation amount
Thank the performers
Thank visitors
2 people
Complete financial administration
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Chairsqty 120
Tablesqty 10
Bar stoolsqty 4
Clothes racksqty 2
Coat racksqty 2

Tableware

Reusable cupsqty 180
Platesqty 140
Cutlery setsqty 140
Coffee cupsqty 80
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 10

Equipment

Speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitorsqty 2
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Laptop
Music standsqty 6
Power banksqty 4
Walkie-talkiesqty 6

Lighting

Stage spotlightsqty 6
Light standsqty 2
Mood lightingqty 8
LED lampsqty 12

Decorations

Backdrop cloth
Buntingqty 8
Flower arrangementsqty 6
Tableclothsqty 10
Photo framesqty 6
Directional signsqty 12
Tapeqty 6
Cable tiesqty 100

Catering

Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Ice cube traysqty 4
Drink dispensersqty 3
Presentation boardsqty 4
Cash register
Payment terminal
Cash box
Vouchersqty 1000
Program bookletsqty 150
Name stickersqty 150
Table numbersqty 10
Groceries

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Kitchen tongsqty 4
Aluminum foilqty 2
Cling filmqty 2
Oven traysqty 4

Cleaning

Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Vacuum cleaner
Cleaning glovesqty 6
Waste binsqty 8
Waste binsqty 4

Tips

Confirm the charity and donation process before publishing tickets. Decide how proceeds will be transferred and record the arrangement in writing at least four weeks before the concert.
Ask every performer for technical requirements as soon as they agree to appear. Compile channel lists, DI boxes, microphones, monitors and cable needs into one plan before reserving audio equipment.
Open ticket sales only after the date, location, program and ticket process are confirmed. Send invitations and publish promotion in stages, then check registrations weekly.
Assign volunteers to specific shifts rather than asking for general help. Cover entry, coat racks, the bar, artist support and room changes, with the schedule completed at least seven days before the event.
Calculate drinks from expected attendance and service time, then count drink vouchers before doors open. Check reusable cups, carafes, serving items and dietary requirements with the caterer two to three days beforehand.

Frequently asked questions

How far in advance should I plan a benefit concert?: Allow at least 8 to 12 weeks for a small benefit concert. This gives you time to confirm the charity, permits, performers, sponsors, ticket sales, catering and technical equipment.
When should I contact performers for a benefit concert?: Contact performers as soon as the date and location are realistic, preferably 8 weeks before the event. Request their set details and technical requirements immediately after they confirm.
How many volunteers do I need for a benefit concert?: Plan at least one volunteer for every active area at the same time: registration, coats, bar, artist support and room changes. For a small concert, start with 6 to 10 volunteers and divide them into shifts.
When should I finalize the sound and lighting plan?: Finalize the technical plan at least 7 days before the concert and print it for the event team. Confirm speakers, subwoofers, mixer, microphones, monitors, cables, power and stage lighting again during setup.

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.