Blues concert checklist: what to arrange and when
A blues concert depends on more than booking a band and opening the doors. You need a venue, permits, insurance, artist contracts, a workable technical setup and enough people to run the bar, entrance and backstage areas. Start with the date and program, then lock in production, catering, security and first aid before promoting the event. This checklist also covers the details that are often left until the final week, such as dietary requirements, cable safety, artist routes and the technical run sheet.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Reserve venue
Book performers
2 people
Apply for permits
Check insurance
Finalize the program
2 people
Confirm artist contracts
Gather technical requirements
Reserve Sound System
Book catering
Reserve security
Arrange first aid coverage
Write promotional copy
Create promotional image
Send invitations
2 people
Publish concert online
Distribute posters
3 people
Process registrations
Collect dietary requirements
Schedule volunteers
2 people
Create technical run sheet
2 people
Schedule bar shifts
2 people
Send audience information
Share the artist route
Check material stock
2 people
Finalize shopping list
2 people
Do the shopping
2 people
Chill perishable stock
2 people
Print registration lists
Prepare name badges
Prepare artist reception
2 people
Event
Open venue
2 people
Receive deliveries
2 people
Set up the stage
4 people
Connect sound equipment
3 people
Set up lighting
2 people
Check power supply
2 people
Set up the audience area
4 people
Set up the bar
3 people
Set up the cloakroom
2 people
Hang up decorations
2 people
Check toilets
Prepare catering
3 people
Welcome performers
2 people
Set out artist meal
2 people
Run the sound check
4 people
Set out snacks
2 people
Chill drinks
2 people
Set up the cash register
2 people
Staff the entrance desk
2 people
Welcome visitors
3 people
Staff the cloakroom
2 people
Serve drinks
3 people
Serve snacks
2 people
Refill drinks
2 people
Keep the audience area clean
2 people
Announce the first band
Support the first performance
3 people
Provide break catering
3 people
Coordinate the artist changeover
3 people
Support the second performance
3 people
Announce the third band
Guide the third performance
3 people
Announce the main act
Support the headliner
3 people
Guide departures and the exit
3 people
Close the register
2 people
Complete coat check checkout
2 people
Close the bar
3 people
Aftercare
Safely shut down equipment
2 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Dismantle the stage
4 people
Pack audio equipment
3 people
Remove decorations
2 people
Inventory materials
2 people
Return rental items
2 people
Store leftover stock
2 people
Register lost and found items
Return venue keys
Pay performers
Collect invoices
Answer visitor questions
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Stage sectionsqty 12
- High tablesqty 12
- Bar stoolsqty 16
- Chairsqty 80
- Tablesqty 10
- Coat racksqty 3
- Clothes hangersqty 180
- Beer tablesqty 4
Equipment
- PA speakersqty 2
- Subwoofersqty 2
- Mixing console
- Stage monitorsqty 4
- Microphonesqty 8
- DI boxesqty 4
- Microphone standsqty 8
- Guitar amplifiersqty 4
- Bass amplifierqty 2
- Drum kit
- Stage cablesqty 30
- XLR cablesqty 20
- Power stripsqty 10
- Extension cordsqty 12
- Cable matsqty 16
Lighting
- LED stage lightsqty 8
- Light standsqty 2
- Mood lightingqty 12
- Battery lanternsqty 8
Tableware
- Reusable drinking glassesqty 220
- Wine glassesqty 60
- Coffee cupsqty 40
- Platesqty 180
- Cutlery setsqty 180
Kitchen
- Coolersqty 4
- Drink dispensersqty 3
- Coffee machinesqty 2
- Kettlesqty 2
- Serving traysqty 8
- Pliersqty 6
- Cutting boardsqty 4
- Chef’s knives and bread knivesqty 6
- Ice packsqty 24
Decorations
- Stage backdrop
- Tableclothsqty 14
- Menusqty 8
- Wayfinding signsqty 6
- Wristbandsqty 180
- Name badgesqty 40
Cleaning
- Waste binsqty 10
- Mop setsqty 3
- Broom setsqty 3
- Cleaning bucketsqty 4
- Hand sanitizer bottlesqty 6
- Toilet brushesqty 4
Catering
- Groceries
Tips
- Confirm the venue, performers, permits and insurance before publishing the concert. Keep the signed artist contracts and technical requirements together so changes do not get lost.
- Build the sound plan around the actual stage setup: PA speakers, subwoofers, monitors, microphones, DI boxes, amplifiers, the drum kit and enough XLR and power cables. Add cable mats and extension cords before the technical run sheet is finalized.
- Set volunteer and bar shifts at least one week before the concert. Include separate cover for registration, audience questions, bar service, artist support and the final clear-up rather than relying on whoever is available.
- Ask for dietary requirements when processing registrations, then pass the final number to catering 3–5 days before the event. Check glasses, cups, tables, chairs, coat racks and hangers against the expected audience before shopping is finalized.
- Send audience information no later than 48 hours before doors open. Include the program, arrival details, registration information and any practical instructions; share the artist route separately with the people handling performers.
Frequently asked questions
- How far in advance should I organize a blues concert?
- Start at least 8–12 weeks ahead for a small concert. Book the venue and performers first, then allow time for permits, insurance, promotion, staffing and technical preparation.
- When should I book the sound system for a blues concert?
- Reserve the sound system as soon as the performers and venue are confirmed, ideally 6–8 weeks before the concert. Send the supplier the artist requirements and stage plan before the technical run sheet is completed.
- When should I send blues concert invitations and audience information?
- Publish the concert once the venue, program and essential production details are confirmed. Send practical audience information at least 48 hours before doors open, after registrations and dietary requirements have been checked.
- How many volunteers do I need for a blues concert?
- Plan separate cover for the entrance, bar, audience support, artist support and clear-up. For a small concert, schedule at least 5–7 volunteers across shifts, with extra help during arrival and closing.
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.
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