Concert planning checklist: what to arrange and when

A concert involves more than booking artists and opening the doors. You need to secure the venue, confirm permits, manage registrations, publish the programme and test every part of the technical setup. This checklist follows the work from early planning through the final room check. Use it to avoid common delays, especially with artist information, dietary requirements, cables, drinks and front-of-house arrangements.

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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

Reserve venue
Book artists
2 people
Check permits
Make reservations
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program
Share performer information
Test the equipment
3 people
Do the shopping
2 people
Collect materials
2 people
Chill drinks
2 people
Prepare catering
3 people
Open venue
2 people
Clean the room
3 people
Set up tables and chairs
4 people
Clear the stage area
3 people
Set up sound equipment
4 people
Set up lighting equipment
3 people
Securely finish cables
2 people
Hang up decorations
3 people
Set up the catering table
2 people
Set up entrance and cloakroom
2 people

Event

Welcome performers
2 people
Run the sound check
4 people
Welcome visitors
3 people
Announce the program
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Guide the performances
2 people
Check audience and hall
2 people
Maintain the break area
Announce the final act
See visitors out
3 people

Aftercare

Dismantle audio equipment
4 people
Dismantle furniture
3 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Return materials
2 people
Return equipment
2 people

What to bring

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

Furniture

High tablesqty 8
Foldable tablesqty 6
Chairsqty 80
Coat racksqty 2
Waste binsqty 6

Equipment

Speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Monitor speakersqty 2
XLR cablesqty 10
Audio cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 8

Lighting

LED spotlightsqty 6
Light standsqty 2
Mood lightingqty 4

Tableware

Reusable glassesqty 120
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100

Kitchen

Coolersqty 4
Small bowlsqty 12
Serving spoonsqty 8
Thermos flasksqty 4

Decorations

Arrival Signsqty 4
Tableclothsqty 8
Stage drapesqty 4
Wristbandsqty 120

Catering

Groceries

Tips

Book the venue and artists before publishing the programme, then check permit requirements early. Allow at least several weeks for approvals if your event needs formal permission.
Close registrations before ordering catering and collecting dietary requirements. Use the final attendee count to plan seating, plates, reusable glasses and chilled drinks rather than estimating on the day.
Schedule the soundcheck before doors open, not during guest arrival. Test microphones, DI boxes, monitor speakers, the mixer and every XLR or audio cable with the performers present.
Leave enough setup time for safe cable routing. Put extension cords and power strips in place before connecting speakers, subwoofers, lighting and other equipment, then secure cables with cable trays or another suitable method.
Set up the entrance, cloakroom and catering table before welcoming performers. Arrival signs, coat racks, waste bins, serving utensils and chilled drinks are easy to forget when attention is focused on the stage.

Frequently asked questions

How far in advance should I organise a concert?: Start venue and artist bookings at least 8 to 12 weeks before the concert. Check permits at the same time, because approval times vary and can affect the date, capacity or programme.
When should I send concert invitations and close registrations?: Send invitations once the venue, artists and programme are sufficiently confirmed, usually 4 to 6 weeks before the event. Close registrations 5 to 7 days before the concert so you can finalise catering and dietary requirements.
How much time do I need to set up a concert venue?: Allow at least 3 to 4 hours for furniture, entrance and catering setup, stage clearance, sound, lighting and cable safety checks. Add a separate soundcheck before opening the venue to guests.
What should I check before opening the doors at a concert?: Finish the room setup, test the equipment, chill the drinks and confirm that performers have arrived or have clear arrival instructions. Do a final check 30 to 60 minutes before doors open, including signs, cloakroom, waste bins and the catering table.

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