Blues concert checklist and planning guide

A blues concert depends on more than booking a band and opening the doors. You need a confirmed venue, the right permits and insurance, music rights, a workable sound and lighting plan, and clear information for performers and guests. Start with the date, location, budget, and artist requirements, then move through promotion, registrations, catering, equipment, shopping, and setup. This checklist helps you keep those steps in the right order and avoid last-minute gaps such as missing cables, dietary details, or a printed run sheet.

Organize this event for free with Lizzt

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
Check insurance
Arrange music rights
Create sound plan
2 people
Create lighting plan
2 people
Determine the catering options
2 people
Set the budget
2 people
Write promotional copy
Design poster
Send invitations
2 people
Post online promotion
Process registrations
Collect dietary requirements
Make reservations
Gather artist information
Check technical requirements
2 people
Print the run sheet
Print contact list
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Collect fresh produce
2 people
Open venue
2 people
Cordon off the loading and unloading area
2 people
Set up the stage
4 people
Set up the sound system
3 people
Connect microphones
2 people
Set up lighting
3 people
Test power supply
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the bar
3 people
Fill coolers
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Hang up decorations
2 people
Decorate the stage and hall
2 people
Check toilets
Place waste stations
2 people
Set up the registration desk
2 people

Event

Welcome artists
2 people
Guide the soundcheck
3 people
Welcome the audience
3 people
Check the entrance
2 people
Distribute program
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Support the performance
2 people
Announce break
Look after the artists
2 people
Handling audience questions
Announce end time
See the audience out
3 people

Aftercare

Switch off equipment
2 people
Take down the sound system
3 people
Dismantle the lighting setup
3 people
Dismantle the stage
4 people
Chill leftovers
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the bar
2 people
Clean the room
3 people
Clean the restrooms
2 people
Put furniture back
3 people
Remove decorations
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Check out the artists
Collect lost and found items
Finalize suppliers

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Beer tablesqty 10
Chairsqty 150
Bar stoolsqty 12
Bar matsqty 3
Entrance table
Clothing rack

Tableware

Reusable drinking glassesqty 180
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Instrument cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Spare batteriesqty 24

Lighting

LED stage lightsqty 8
Light standsqty 2
Light controller
Mood lightingqty 12

Kitchen

Refrigeratorsqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Serving traysqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Small bowlsqty 20
Pliersqty 6
Bottle openersqty 4
Corkscrewsqty 2

Decorations

Blues postersqty 12
Stage drapesqty 4
Tableclothsqty 10
Menusqty 20
Program leafletsqty 180

Cleaning

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

Catering

Groceries

Tips

Confirm the venue, performers, permits, insurance, and music rights before promoting the concert. Keep these confirmations together so you can answer questions quickly during the final week.
Build the sound plan around the performers’ technical requirements. Check microphones, stands, DI boxes, monitor speakers, cables, power strips, extension cords, and spare batteries before equipment is loaded in.
Make the run sheet and contact list usable on paper. Print both before show day, and include arrival times, soundcheck details, performer contacts, venue access information, and the person responsible for each handover.
Close catering numbers before shopping. Collect dietary requirements with registrations, make reservations where needed, and separate fresh produce from non-perishable supplies so fresh items are collected as late as practical.
Open the venue with enough time for staging and testing. Set out stage sections and steps first, then position the PA, mixing console, monitors, lighting stands, entrance table, seating, bar furniture, and cable trays before doors open.

Frequently asked questions

How early should I start planning a blues concert?: Start at least 8 to 12 weeks before the concert. Use the first weeks to confirm the date, venue, performers, permits, insurance, music rights, budget, and technical requirements before promotion begins.
What sound equipment do I need for a blues concert?: Plan for PA speakers, subwoofers, a mixing console, microphones, microphone stands, DI boxes, monitor speakers, instrument cables, extension cords, power strips, cable trays, and spare batteries. Confirm the exact input list with the performers before booking or collecting equipment.
When should I send invitations and promote the concert?: Start promotion after the date, venue, performers, and essential permissions are confirmed, ideally 6 to 8 weeks before the event. Keep registrations open long enough to collect attendance and dietary information before final catering reservations.
How much setup time does a blues concert need?: Allow at least 3 to 4 hours for venue setup, including the stage, sound system, lighting, seating, bar area, signage, and cable safety checks. Add extra time if the performers need a full soundcheck or if equipment comes from more than one supplier.

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.