Concert planning checklist from venue booking to doors open

Organising a concert means coordinating artists, permissions, production, audience information and the practical work that happens just before opening. Start with the venue, artists and permit requirements, then build the programme around confirmed timings. Technical details need to reach the crew and performers early enough to create a workable run sheet. In the final 24 hours, focus on drinks, tickets, the entrance desk, cables, seating and a clear opening plan.

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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
Check permits
Check noise restrictions
Gather technical requirements
Create the program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Reserve equipment
Reserve chairs and tables
Assign volunteers
Set admission prices
2 people
Prepare tickets
2 people
Publish directions
Send artist information
Create technical run sheet
2 people
Send audience information
Inventory refreshments
2 people
Check the shopping list
2 people
Prepare entrance desk
2 people
Do the shopping
2 people
Chill drinks
2 people
Open venue
2 people
Receive deliveries
2 people
Inspect the space
2 people
Check the stage floor
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the cloakroom
2 people
Set up the registration desk
2 people
Hang decorations
3 people
Hang lights
3 people
Set up the sound system
4 people
Set up microphones
2 people
Set up instruments
3 people
Tape down cables securely
2 people
Set up catering
3 people
Prepare snacks
3 people
Set out drinks
2 people
Check toilets
2 people
Clear emergency routes
2 people
Perform sound check
4 people
Welcome performers
2 people
Receive artists in the dressing room
2 people

Event

Open the entrance
3 people
Welcome visitors
4 people
Check tickets
3 people
Manage the cloakroom
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Announce the stage program
Support the first performance
4 people
Take care of the break
3 people
Support the second performance
4 people
Serve evening catering
3 people
Guide the audience
2 people
Announce performance
Support the main performance
4 people
Serve the last refreshments
2 people
Announce the farewell
Guide visitors to the exit
3 people
Issue the cloakroom
2 people

Aftercare

Close the register
2 people
Switch off equipment
2 people
Pack instruments
3 people
Take down the sound system
4 people
Dismantle the lighting setup
3 people
Clean up catering
3 people
Wash dishes
3 people
Collect waste
3 people
Dismantle chairs and tables
4 people
Remove decorations
3 people
Clean the room
4 people
Clean the restrooms
2 people
Sort borrowed items
2 people
Return equipment
2 people
Return furniture
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Chairsqty 160
Foldable tablesqty 12
Bar stoolsqty 8
Coat racksqty 3
Dressing room tablesqty 4
Changing room chairsqty 12

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixing console
Vocal microphonesqty 4
Microphone standsqty 4
Stage monitorsqty 3
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Cable reelsqty 4
Extension cordsqty 8
Instrument amplifiersqty 3
Keyboard standsqty 2
Lectern lampsqty 4
Cable traysqty 12
Gaffer tapeqty 6
AA batteriesqty 24
AAA batteriesqty 12

Lighting

Stage spotlightsqty 6
LED light barsqty 4
Light standsqty 2
Mood lightingqty 8
Spare bulbsqty 6

Tableware

Reusable drinking glassesqty 200
Coffee cupsqty 80
Platesqty 80
Pastry platesqty 180
Forksqty 180
Dessert spoonsqty 180
Serving plattersqty 20
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Drink dispensersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Serving trays with lidsqty 8

Decorations

Tableclothsqty 12
Stage backdrop
Welcome sign
Program standsqty 4
Number signsqty 12

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop headsqty 3
Cleaning bucketsqty 3
Microfiber clothsqty 12

Catering

Groceries

Tips

Confirm the venue, artists and noise restrictions before publishing the concert date. Permit requirements and sound limits can affect the programme, equipment and finishing time.
Ask each artist for technical requirements early, including microphones, DI boxes, amplifiers, monitors and stage lighting. Turn the replies into one technical run sheet instead of relying on separate messages.
Set a firm deadline for registrations and dietary requirements, ideally several days before the concert. This gives catering time to adjust quantities and lets you prepare audience information accurately.
Create separate information for artists, volunteers and audience members. Include arrival times, directions, registration or ticket details, stage responsibilities and who to contact on the day.
Reserve time for a full venue setup before doors open. Test the PA, mixing console, microphones, cables, lighting, entrance desk and chilled drinks while there is still time to replace missing equipment or batteries.

Frequently asked questions

How far in advance should I organise a concert?: Start booking the venue and artists at least 8 to 12 weeks before the concert. Check permits, noise restrictions and technical requirements as soon as the date is realistic, because these can change the programme or equipment plan.
When should I send the concert programme and audience information?: Send the programme and practical audience information at least 7 days before the concert. Include directions, arrival details, ticket or registration instructions and any relevant access or catering information.
How much time do I need to set up a concert venue?: Allow at least 3 to 4 hours for furniture, entrance setup, PA, microphones, instruments, cables and lighting. Add more time if several artists need soundchecks or if the venue does not have a regular concert setup.
What should I check on the day before a concert?: Check tickets and registrations, the shopping list, dietary requirements, artist information, the technical run sheet and all reserved equipment. Chill drinks and pack spare AA and AAA batteries, extension cords, cable reels and gaffer tape before the venue opens.

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.