Closing Concert checklist: what to arrange and when

A closing concert needs more than a booked stage and a sound system. This checklist takes you from confirming performers and reserving the venue to publishing the programme, preparing catering and checking the final technical setup. Plan permissions, artist information and technical requirements early, then leave the last day for drinks, tickets, cables and room setup. Use the full task and equipment lists below to keep responsibilities visible and avoid last-minute gaps.

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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 performers
2 people
Reserve venue
Gather technical requirements
2 people
Check permits
Reserve Sound System
Reserve the lighting setup
Book catering
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Publish the program
Create the crew schedule
2 people
Send artist information
Create technical run sheet
2 people
Create floor plan
Place catering order
Check beverage stock
2 people
Lay out wristbands and tickets
2 people
Make name badges
2 people
Check the weather forecast
Do the shopping
3 people
Chill drinks
3 people
Set up non-perishable supplies
2 people
Prepare catering
4 people
Open venue
2 people
Inspect the site
3 people
Set up the stage
6 people
Set up sound equipment
5 people
Set up lighting equipment
4 people
Connect power points
3 people
Cable the equipment
4 people
Set up chairs
4 people
Set up tables
3 people
Set up the entrance
3 people
Build the catering buffet
4 people
Set up drink points
3 people
Hang decorations
3 people
Put up directional signs
2 people
Check toilets
2 people
Welcome performers
2 people
Set up the artist room
2 people
Run the sound check
6 people
Perform lighting test
4 people
Check the safety routes
2 people
Briefing for reception team
4 people
Brief the catering team
5 people
Prepare program
2 people

Event

Open the doors
4 people
Welcome visitors
5 people
Check tickets
3 people
Staff the cloakroom
2 people
Announce the program
Support opening act
3 people
Serve break snacks
4 people
Refill drinks
3 people
Keep buffet clean
2 people
Guide the performances
3 people
Answer audience questions
2 people
Empty trash bins
2 people
Clean toilets in between
2 people
Announce the break program
Support the headliner
4 people
Deliver the closing speech
Hand out farewell packages
3 people
See visitors out
4 people

Aftercare

Dismantle lighting
4 people
Tear down audio equipment
5 people
Tear down stage
6 people
Clean up catering
4 people
Clear away furniture
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Remove decorations
2 people
Collect lost property
2 people
Check out artists
2 people
Check rental equipment
2 people
Return rental items
2 people
Store leftover stock
2 people
Collect invoices
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Stage skirt
Chairsqty 220
Foldable tablesqty 12
Bar stoolsqty 8
Coat racksqty 4
Clothes hangersqty 250
Bollardsqty 12
Barrier tapeqty 4

Equipment

Speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Headphonesqty 2
XLR cablesqty 16
Jack cablesqty 10
Multi-cableqty 2
Laptop
Spare batteriesqty 24
Cable reelsqty 4
Gaffer tapeqty 6
Toolboxesqty 2
Spare fusesqty 10

Lighting

LED spotlightsqty 8
Stage lightsqty 6
Light standsqty 2
Light controller
Extension cordsqty 12
Power stripsqty 8
Cable matsqty 10

Tableware

Reusable drinking glassesqty 300
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 20
Serving tongsqty 12
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Corkscrewsqty 4
Bottle openersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 4
Serving traysqty 8
Aluminum foilqty 4
Cling filmqty 4

Decorations

Stage backdrop
Buntingqty 12
Balloonsqty 100
Balloon pumpqty 2
Program postersqty 20
Wayfinding signsqty 12
Tableclothsqty 12
Name badgesqty 80

Cleaning

Waste binsqty 12
Waste binsqty 4
Broomqty 4
Dustpan and brushqty 4
Mop headsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Cleaning clothsqty 30

Catering

Groceries

Tips

Confirm the venue, performers and technical requirements before sending invitations. Artists may need specific microphones, DI boxes, monitor speakers or stage space, and late changes can affect the floor plan.
Publish the programme only after performer details and the technical run sheet are stable. Send artist information and the crew schedule early enough for everyone to know arrival times, responsibilities and changeover order.
Treat power and cable routing as a separate check, not an afterthought. Count extension cords and power strips, position cable mats before doors open, and keep spare batteries available for wireless equipment.
Collect dietary requirements with registrations and place the catering order using the final numbers. Check beverage stock before the event, then chill drinks and prepare catering close enough to service time that food and drinks remain usable.
Do a final walk-through on the day, including the weather forecast, tickets, wristbands, name badges, coat area and barriers. Test speakers, microphones, lighting and the mixing console before the audience arrives, rather than during the first performance.

Frequently asked questions

How early should I start planning a closing concert?: Start at least 8 to 12 weeks before the concert. Reserve the venue, confirm performers, check permits and gather technical requirements first; invitations and registrations can follow once the basic programme is reliable.
When should I send closing concert invitations?: Send invitations about 4 to 6 weeks before the event. Keep registrations open long enough to collect attendance numbers and dietary requirements, then use the final count for catering and room planning.
What technical equipment does a closing concert usually need?: Allow time to confirm speakers, subwoofers, a mixing console, microphones, stands, DI boxes, monitor speakers, cables and lighting. Complete the technical run sheet and test the full setup at least 2 to 3 hours before doors open.
When should catering and drinks be prepared for a closing concert?: Place the catering order after registrations are settled, usually 1 to 2 weeks before the concert. Check stock the day before, chill drinks several hours before service and prepare perishable catering as close to serving time as practical.

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.