Concert checklist: what to arrange and when

A concert involves more than booking performers and putting up a stage. You need to confirm the venue, contracts, permits, technical requirements, tickets, staffing and visitor information before the event can run smoothly. This checklist takes you from the first arrangements to shopping, catering and the final weather check. Use it to keep deadlines visible and prevent common last-minute gaps, such as missing cables, unclear artist information or too few volunteers.

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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 date and location
2 people
Confirm performers and schedule
2 people
Confirm performances contractually
2 people
Gather technical requirements
2 people
Check permits and notifications
2 people
Make reservations
2 people
Set the budget and ticket price
2 people
Check insurance
Send invitations
2 people
Publish concert online
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Send artist information
Create technical floor plan
2 people
Create the schedule and contact list
2 people
Order admission and wristbands
Remind promotion
2 people
Check the weather forecast
Create the final visitor list
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Chill drinks
2 people
Prepare catering
3 people
Open venue
2 people
Clear the loading and unloading area
3 people
Build stage sections
4 people
Set up sound equipment
3 people
Set up microphones and stands
2 people
Install lighting equipment
3 people
Connect power supply
2 people
Set up tables and chairs
4 people
Build the catering counter
3 people
Set up the registration desk
2 people
Hang up decorations
3 people
Clear emergency exits
2 people
Check toilets
2 people
Stock the refrigerators
2 people
Prepare snacks and nibbles
3 people
Set up the coffee and tea station
2 people
Perform sound check
3 people
Welcome performers
2 people
Set up artist rooms
2 people
Brief entrance staff
2 people
Brief bar staff
2 people

Event

Open the doors
3 people
Welcome visitors
4 people
Check tickets and wristbands
3 people
Manage the cloakroom
2 people
Serve coffee and tea
2 people
Serve drinks
3 people
Serve snacks
2 people
Coordinate stage changes
3 people
Artist support
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Announce break
Answer audience questions
2 people
Announce end time
See visitors out
3 people
Complete coat check checkout
2 people

Aftercare

Close the bar
3 people
Chill leftover catering
2 people
Turn off the sound equipment
2 people
Switch off lighting equipment
2 people
Clear the stage and secure it
3 people
Clear tables and chairs
4 people
Collect waste
3 people
Collect tableware
3 people
Wash dishes
3 people
Clean the venue
4 people
Thoroughly clean the toilets
2 people
Inventory materials
2 people
Return rented materials
3 people
Keep lost and found items
Lock up the venue
2 people

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
High tablesqty 12
Benchesqty 8
Chairsqty 80
Beer tablesqty 6
Clothes racksqty 2
Clothes hangersqty 120
Bar counter
Artist tablesqty 4

Equipment

PA system
Mixing console
Speakersqty 4
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
ISsqty 4
Instrument cablesqty 12
XLR cablesqty 16
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Spare batteriesqty 24
Walkie-talkiesqty 6
Power banksqty 4
Flashlightsqty 6
Laptop
Printer
Spare USB sticksqty 2

Lighting

LED stage lightsqty 8
Light standsqty 2
Mood lightingqty 12
Emergency lightingqty 4

Decorations

Backdrop cloth
Buntingqty 8
Decorative clothsqty 6
Adhesive stripsqty 4
Gaffer tapeqty 6
Program postersqty 20
Wayfinding signsqty 8
Directional signsqty 12

Tableware

Drinking glassesqty 180
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Serving plattersqty 12
Serving traysqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Refrigeratorsqty 2

Catering

Groceries
Drink cratesqty 10
Water dispensersqty 3
Menu boardsqty 4
Price cardsqty 12
Cash boxesqty 2
Payment terminalsqty 2
Receipt rollsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Waste binsqty 12
Trash grabbersqty 2

Entrance

Admission wristbandsqty 200
Admission ticketsqty 200
Wristband scissorsqty 2
Ink padsqty 2
Entrance pensqty 12
Coat check ticketsqty 250

Safety

First aid kitsqty 2
Flashlights for safetyqty 2
Non-slip matsqty 8
Cable rampsqty 10
Fire blanketsqty 2

Office

Run sheetsqty 12
Clipboardsqty 8
Ballpoint pensqty 30
Markersqty 12
Notepadsqty 12
Tapeqty 6
Writing boardsqty 4
Name stickersqty 100

Transport

Transport cartsqty 3
Ratchet strapsqty 8
Transport blanketsqty 12

Tips

Confirm the performers, timetable and contracts before publishing the concert. Send the agreed arrival time, set length, technical requirements and contact details to every artist in one clear information pack.
Build the technical plan early, including the PA system, mixing console, speakers, monitors, microphones, lighting and cable routes. Add spare batteries and extension leads to the check so a small equipment failure does not stop the programme.
Set the ticket price and admission process only after you have a working budget. Order wristbands or admission materials with enough time for delivery, and keep a final visitor list ready before doors open.
Assign volunteers to specific shifts rather than asking for general help. Cover at least the entrance, artist support, technical contact, bar or catering area and an emergency contact throughout the concert.
Finish shopping and material collection before the final event day where possible. Chill drinks and prepare catering in a timed sequence, then check the forecast and make a clear decision about weather-sensitive equipment or audience areas.

Frequently asked questions

How far in advance should I organise a concert?: Start at least 8 to 12 weeks ahead for a small concert, and earlier if performers, permits or technical suppliers are involved. Confirm the date, location and artists first, then allow time for contracts, promotion and ticket processing.
When should I confirm the concert technical requirements?: Ask for the artists’ technical requirements as soon as the performers are confirmed, ideally 6 to 8 weeks before the concert. Turn the information into a floor plan covering the stage, monitors, microphones, cables, power and lighting.
How many volunteers do I need for a concert?: Plan at least 1 volunteer for the entrance, 1 for artist support, 1 technical contact and 1 person for bar or catering duties. Add more people for larger audiences, overlapping shifts or a venue with separate entrances and rooms.
When should I do the final concert check?: Complete the final visitor list, shopping check, material collection and weather review 24 to 48 hours before the concert. On the day itself, check the stage, sound, lighting, emergency lighting, drinks and catering before doors open.

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.