Club concert checklist: what to arrange and when

A club concert depends on dozens of details being ready in the right order. Start by confirming the programme, performers, contracts and venue before publishing the event or opening ticket sales. Then arrange sound, lighting, staffing, audience information and catering, with a separate schedule for performers and suppliers. On the day, allow time for load-in, stage setup, soundcheck, the reception desk and an access and emergency-exit check.

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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

Determine the program and performers
2 people
Confirm artist contracts
Book the concert venue
Reserve sound equipment
Reserve lighting equipment
Create visitor budget
2 people
Create online ticket page
Design concert poster
Publish concert announcement
Send invitations
2 people
Create audience information
Create volunteer schedule
Process registrations
2 people
Collect dietary requirements
Create performer schedule
2 people
Create room layout
2 people
Order printed materials
Confirm suppliers
Check ticket sales
Create guest list
Buy non-perishable groceries
2 people
Pick up chilled groceries
2 people
Load equipment in
3 people

Event

Prepare the reception desk
2 people
Check access and emergency exits
2 people
Load and test sound equipment
3 people
Set up microphones and stands
2 people
Set up lighting equipment
3 people
Set up stage elements
4 people
Set up chairs and tables
3 people
Put up signage
2 people
Apply decorations
2 people
Set up cloakroom
2 people
Set up backstage
2 people
Chill drinks
2 people
Prepare snacks
3 people
Stock the bar and buffets
3 people
Prepare artist meals
2 people
Run sound check
4 people
Brief access staff
3 people
Brief bar staff
3 people
Open cloakroom
2 people
Welcome visitors
4 people
Check tickets
3 people
Manage the coat check
2 people
Serve drinks
4 people
Serve snacks
2 people
Look after the performers
Start first performance
2 people
Band changeover
3 people
Refill drinks
2 people
Refill snacks
2 people
Start the main performance
2 people
Close bar
3 people
Escort visitors outside
3 people

Aftercare

Collect lost property
2 people
Clear the bar and buffet
3 people
Clear the hall furniture
4 people
Dismantle sound equipment
3 people
Dismantle lighting equipment
3 people
Clear the stage
4 people
Wash the dishes and glasses
3 people
Remove decorations
2 people
Separate waste
2 people
Clean the hall and foyer
4 people
Clean the toilets
2 people
Check inventory
2 people
Return rented equipment
2 people
Return borrowed items
2 people
Process receipts
Report damage to the venue
Answer visitor questions

What to bring

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

Furniture

Beer tablesqty 8
High tablesqty 10
Chairsqty 80
Bar stoolsqty 12
Coat racksqty 4
Coat hangersqty 180
Stage sectionsqty 8
Artist tablesqty 3
Performer chairsqty 12

Tableware

Drinking glassesqty 220
Wine glassesqty 120
Coffee cupsqty 40
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 80

Equipment

Mixer
PA speakersqty 2
Subwoofersqty 2
Stage monitorsqty 3
Singing microphonesqty 4
Instrument microphonesqty 6
Microphone standsqty 8
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Power stripsqty 10
Extension cordsqty 12
Cable traysqty 10
Laptop for music
Music standsqty 4
Cash drawer
Payment terminalqty 2
Ticket scannersqty 2
Walkie-talkiesqty 6
Batteriesqty 24
Flashlightsqty 4
Tool casesqty 2
Hand trucksqty 2

Lighting

LED stage spotlightsqty 6
LED light barsqty 4
Light standsqty 2
Lighting controller
Mood lightingqty 8

Kitchen

Refrigeratorsqty 2
Coolersqty 4
Ice containersqty 3
Serving traysqty 8
Scissorsqty 3
Cutting boardsqty 4
Chef's knifeqty 3
Pliersqty 8
Serving spoonsqty 6
Thermos flasksqty 4
Bottle openersqty 6
Corkscrewsqty 3
Wok pansqty 8

Decorations

Concert postersqty 20
Balloonsqty 100
Stage drapesqty 4
Tableclothsqty 12
Paper tapeqty 6
Cable tiesqty 100
Wayfinding signsqty 8
Arrow stickersqty 30
Cloakroom ticketsqty 250
Wristbandsqty 250
Name stickersqty 100
Pensqty 20
Notepadsqty 6
Tapeqty 6

Catering

Groceries

Cleaning

Waste binsqty 10
Glass recycling binsqty 3
Broomqty 3
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8

Tips

Confirm the programme, performer contracts and venue before announcing the concert. Leave at least 2–3 weeks for contract changes, technical questions and supplier confirmation.
Book the sound and lighting equipment as soon as the venue is fixed. For a band setup, check that you have microphones, stands, DI boxes, XLR and jack cables, monitors, power strips and cable trays—not just speakers.
Create the performer schedule around load-in and soundcheck, not only the stage times. Give each act a clear arrival time and allow at least 30 minutes between acts if the setup changes.
Set up ticketing, audience information and the guest list before the final week. Check ticket sales 7 days before the concert so you can adjust volunteers, seating, bar stock and printed materials.
Plan the last delivery and collection times precisely. Pick up chilled groceries on the event day, load equipment in before doors open, and complete the reception-desk, room-layout and emergency-exit checks before admitting visitors.

Frequently asked questions

How far in advance should I organise a club concert?: Start planning at least 8–12 weeks ahead. Book the venue and performers first, then allow 2–3 weeks for contracts, ticketing, promotion, suppliers and the technical plan.
When should I book sound and lighting for a club concert?: Reserve both as soon as the venue and programme are confirmed, ideally 6–8 weeks before the concert. Send the supplier the performer schedule and equipment requirements no later than 2 weeks before show day.
How long before doors open should the band arrive?: Schedule load-in at least 3 hours before doors open for a small club concert. Allow extra time when there are multiple acts, stage sections, backline changes or a full lighting setup.
When should I check ticket sales for a club concert?: Review ticket sales 7 days before the event and again 24 hours before doors open. Use the latest count to finalise the guest list, volunteer schedule, seating and drinks stock.

Start this plan in Lizzt

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