Blues concert checklist: what to arrange and when

A blues concert needs more than a booked band and a room. You need to line up the venue, permits, technical equipment, artist information, catering, volunteers and guest registrations in the right order. Sound and stage planning deserve extra attention: a PA system, monitors, microphones, amplifiers and cable routes must work together before doors open. Use this checklist to see what to arrange first, what to confirm during the final week and which small details are easy to miss.

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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 performers
2 people
Check permits
Confirm venue booking
Reserve Sound System
Reserve the lighting setup
Book catering
Reserve first aid supplies
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Gather artist information
Work out the stage layout
2 people
Create schedule and timings
2 people
Create floor plan
Assign volunteers
2 people
Coordinate artist transport
Send parking information
Check the technical rider
2 people
Check the shopping list
2 people
Count reusable materials stock
2 people
Place the drink order
Do the shopping
3 people
Clean coolers
2 people
Chill drinks
2 people
Prepare snacks
4 people
Set up the artists' rooms
2 people
Make name badges
Print programs

Event

Open venue
2 people
Receive deliveries
3 people
Set up the stage
4 people
Set up the sound system
3 people
Set up lighting
2 people
Connect power supply
2 people
Set up tables and chairs
4 people
Set up the bar
3 people
Set up catering buffet
3 people
Hang up decorations
3 people
Put up directional signs
2 people
Check sanitary facilities
2 people
Perform the technical sound check
4 people
Welcome artists
2 people
Set up backstage catering
2 people
Set out the musical instruments
3 people
Check public area
2 people
Set up the cash register and entrance
2 people
Brief entrance staff
2 people
Brief bar staff
2 people
Open the doors
3 people
Welcome visitors
4 people
Hand out programs
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Lead the first concert set
3 people
Refill drinks
3 people
Clear tables during the event
2 people
Lead the second concert set
3 people
Provide the artists' break
2 people
Handling audience questions
2 people
Guide the third concert set
3 people
Serve the last round
3 people
Guide visitors to the exit
3 people
Close the register
2 people

Aftercare

Dismantle the sound system
3 people
Dismantle the lighting setup
2 people
Pack instruments
3 people
Dismantle the bar and buffet
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Put furniture back
3 people
Gather borrowed items
2 people
Return materials
2 people
Store leftover food
2 people
Dispose of waste
2 people
Pay the artists
Send follow-up message to visitors

What to bring

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

Furniture

Beer tablesqty 10
Chairsqty 140
Bar stoolsqty 8
Bar matsqty 2
Buffet tablesqty 4
Dressing room tablesqty 2
Changing room chairsqty 8
Stage panelsqty 12
Musician stoolsqty 4

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Singing microphonesqty 4
Instrument microphonesqty 6
Microphone standsqty 10
Speaker cablesqty 8
Microphone cablesqty 12
DI boxesqty 4
Monitor speakersqty 4
Music stand holdersqty 6
Guitar amplifiersqty 3
Bass amplifier
Drum kit
Music standsqty 4
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Gaffer tapeqty 6
Cash register
Payment terminal
Walkie-talkiesqty 6
Flashlightsqty 6
First aid kit
Fire extinguishersqty 2

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
Light controller
Battery lanternsqty 8

Tableware

Reusable drinking glassesqty 180
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving tongsqty 8
Coolersqty 6
Ice containersqty 4
Bottle openersqty 4
Corkscrewsqty 3
Thermometerqty 2

Decorations

Blue tableclothsqty 10
Stage drapesqty 4
Buntingqty 12
Performer board
Program standsqty 4

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 24
Washing-up bowlsqty 3
Hand soap dispensersqty 6
Towel dispensersqty 4

Catering

Groceries

Tips

Start with the date, venue and permits before booking suppliers. Confirm the venue booking in writing, check which permits apply and allow at least 6–8 weeks for anything that needs approval.
Ask every performer for technical and hospitality information as soon as they are booked. Check the technical rider against the PA speakers, mixing console, microphones, DI boxes, amplifiers, drum kit and monitor speakers you plan to provide.
Create the stage layout and floor plan before hiring furniture or equipment. Leave clear routes for speaker cables, microphone cables and power, then mark where stage panels, musician stools, music stands and lighting will go.
Set a firm production schedule with arrival, soundcheck, doors, performance and pack-down times. Send artist parking and transport information at least 7 days ahead, and assign volunteers to specific shifts rather than asking for general help.
Place the drink order only after registrations and dietary requirements are reviewed. Clean the coolers, count reusable stock and check bar tables, bar mats, buffet tables, chairs and bar stools 2–3 days before the concert so missing items can still be replaced.

Frequently asked questions

How far in advance should I book a blues concert venue and performers?: Aim to confirm the venue and main performers at least 8–12 weeks before the concert. Start permit checks at the same time, because approval times vary and can affect the date or room setup.
How much sound equipment does a blues concert need?: A typical setup may include PA speakers, subwoofers, a mixing console, monitor speakers, vocal and instrument microphones, DI boxes, amplifiers, a drum kit and the required cables. Confirm the exact quantities against each artist’s technical rider at least 2 weeks before the event.
When should I send invitations for a blues concert?: Send the first invitations 4–6 weeks before the concert and close registrations several days before the event. Use the final registration list to plan seating, catering quantities and dietary requirements.
What should I check on the day before a blues concert?: The day before, verify the schedule, floor plan, artist transport, parking details, volunteer assignments and equipment delivery. Also count reusable materials, clean coolers and confirm that drinks, lighting, microphones, cables and power supplies are ready.

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