Benefit Concert Checklist

Organising a benefit concert means coordinating fundraising, performers, ticketing and practical event logistics at the same time. Start by defining the fundraising goal, expected outcome and ticket price, then secure the venue, permits and artists. Record each performance time and collect sound requirements early, especially if the programme includes several acts. This checklist also covers ticket sales, donations, promotion, volunteers, catering, wristbands, signage and the final venue confirmation.

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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

Define the goal and expected outcome
2 people
Reserve venue
2 people
Check permits
Book artists
2 people
Record performances and times
2 people
Note sound requirements per performer
2 people
Describe the fundraising goal
2 people
Set ticket price
2 people
Set up online ticket sales
2 people
Set up donation page
2 people
Write promotional copy
2 people
Create poster and social posts
2 people
Send invitations
2 people
Distribute posters
3 people
Recruit volunteers
2 people
Assign volunteers
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Collect artist information
2 people
Calculate catering quantities
2 people
Purchase catering
3 people
Get cash for change
2 people
Prepare the ticket list and wristbands
2 people
Print the program and signage
2 people
Confirm venue and key arrangements
Confirm artist arrival
Chill drinks
3 people
Prepare snacks
4 people
Set up the coffee and tea station
2 people
Clear the stage area
4 people
Set up stage and backstage
5 people
Connect the sound system
3 people
Connect the lighting system
2 people
Set up chairs and tables
5 people
Set up the entrance and checkout
3 people
Set up donation points
2 people
Hang decorations
3 people
Hang up signage
2 people
Perform the technical sound check
3 people

Event

Welcome performers
2 people
Escort performers to backstage
2 people
Open doors and register
4 people
Welcome visitors
4 people
Check tickets
3 people
Hand out wristbands
2 people
Register donations
2 people
Announce the program
Announce performers
Guide the performances
2 people
Serve catering
4 people
Refill drinks
3 people
Refill coffee and tea
2 people
Collect used dishes
2 people
Keep the hall clean between uses
2 people
Announce the break program
Announce the final donation time
Wave goodbye to visitors
3 people
Close the register
2 people
Secure cash
2 people

Aftercare

Turn off the sound system
2 people
Turn off lighting system
2 people
Clean up catering
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Remove decorations
3 people
Put furniture back
5 people
Pack equipment safely
3 people
Collect lost and found items
2 people
Lock up the venue
2 people
Count and record the proceeds
2 people
Send thank-you message
2 people
Check leftovers
2 people
Return materials
3 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Stage skirt
Chairsqty 160
Beer tablesqty 12
Buffet tablesqty 4
Cash desk table

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 80
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 16
Pouring jugsqty 8

Decorations

Tableclothsqty 16
Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Flower arrangementsqty 8
Candleless lanternsqty 12
Tapeqty 6
Cable tiesqty 100

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Stage monitorsqty 3
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Power stripsqty 10
Extension cordsqty 8
Cable traysqty 12
Laptop
Ticket scannerqty 2
Coolersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8

Lighting

LED spotlightsqty 6
Light standsqty 2
Mood lightingqty 8
Spare batteriesqty 24

Cleaning

Waste binsqty 8
Mopsqty 3
Bucketsqty 3
Hand broomsqty 3
Dustpan and brushqty 3

Catering

Cash register
Cash box
Payment terminal
Donation boxesqty 4
Cooler cratesqty 8
Groceries

Tips

Set the fundraising goal before choosing the ticket price or opening sales. Publish the donation page alongside the ticket link so people who cannot attend can still contribute.
Ask every performer for their set length, arrival time and sound requirements as soon as they are booked. Keep one running schedule for artists, sound checks and performances.
Assign volunteers to specific jobs rather than simply recruiting a general team. You need clear owners for registration, the cash desk, artist support, catering and room changes.
Prepare the ticket list, wristbands, printed programme and signs before event day. Keep the cash for change at the cash desk and separate it from donations collected through the donation page.
Confirm the venue and key arrangements shortly before the concert, including stage sections, stage steps, sound equipment, seating, buffet setup and access times. Recheck catering quantities after collecting dietary requirements.

Frequently asked questions

How far in advance should I organise a benefit concert?: Allow at least 8 to 12 weeks for a small or medium-sized concert. Book the venue and artists first, then leave several weeks for ticket sales, promotion, volunteer planning and catering.
How do I set a ticket price for a benefit concert?: Estimate fixed costs, decide how much must be raised, and divide the target across expected attendees. Set the price before opening online ticket sales, and offer a separate donation option for people who want to give more.
How many volunteers do I need for a benefit concert?: Plan at least 1 volunteer for registration or the cash desk, 1 for artist support, 1 for catering and 1 coordinator for a small concert. Add more people when several entrances, room changes or a large audience are expected.
When should I confirm catering quantities for a benefit concert?: Collect dietary requirements during registration and confirm quantities about 7 days before the concert. Recheck the expected attendance, performers and volunteers before purchasing catering.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.