Concert planning checklist from booking to load-out

A concert involves more than booking musicians and opening the doors. You need to lock in the venue, permits, insurance, ticketing and rehearsal schedule before production can move forward. In the final days, confirm catering, transport and audience details, then check every sound, lighting and seating requirement. On the event day, keep the loading route clear, finish the stage and cable setup safely, and allow time for a proper soundcheck before guests arrive.

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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
Book musicians
Coordinate rehearsal times
Check permits
Check insurance
Send invitations
2 people
Open online ticket sales
Process registrations
Collect dietary requirements
Book catering
Reserve equipment
Arrange transport for instruments
Create schedule and timings
Send audience information
Check the shopping list
Do the shopping
2 people
Load instruments
3 people

Event

Open venue
2 people
Clear the loading route
2 people
Set up stage sections
4 people
Set up sound equipment
3 people
Connect lighting
2 people
Securely finish cables
2 people
Set up chairs and tables
3 people
Set up the entrance and coat check
2 people
Set up bar and serving station
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up catering
2 people
Test the equipment
3 people
Tune instruments
3 people
Perform sound check
4 people
Check doors and escape routes
2 people
Welcome visitors
3 people
Check tickets and wristbands
2 people
Support opening act
2 people
Support the main performance
3 people
Refill drinks
2 people
Serve snacks
2 people
Announce break
Guide the audience to the exit
2 people

Aftercare

Switch off equipment
2 people
Pack instruments
3 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
3 people
Put furniture back
3 people
Return equipment
2 people
Handle deposits and lost property

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Chairsqty 100
Tablesqty 10
Coat racksqty 3

Equipment

Speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Instrument cablesqty 12
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Spare batteriesqty 24

Lighting

Stage spotlightsqty 6
Light standsqty 2
Mood lightingqty 8

Decorations

Backdrop
Poster holdersqty 4

Tableware

Glassesqty 120
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120

Kitchen

Coolersqty 4
Serving plattersqty 12
Serving spoonsqty 6
Corkscrewsqty 3
Kettlesqty 2
Coffee machinesqty 2

Catering

Groceries
Drink dispensersqty 3
Thermos flasksqty 4
Ice packsqty 16

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2

Other

Wristbandsqty 120
Admission ticketsqty 120
Pensqty 12
Tapeqty 6
Cable tiesqty 200
Markersqty 6
First aid kit
Flashlightsqty 4

Tips

Set the date and venue before announcing the concert. Check permits and insurance early, because approvals and cover can take several weeks and may be needed before ticket sales open.
Build the schedule around rehearsal, load-in, soundcheck and doors. Give musicians a fixed arrival time and keep at least 60 minutes between the planned end of setup and audience entry.
Close ticket registrations and collect dietary requirements before booking catering. Send the audience arrival information at least 3 days ahead, including doors time, transport details and any access instructions.
Treat cables and power as a safety task, not a finishing touch. Position extension cords, power strips and cable trays before the room opens, secure every crossing, and keep spare batteries available for microphones or other powered equipment.
Plan the loading route before equipment arrives. Stage sections, speakers, subwoofers, the mixing console, microphones, lighting stands, chairs and coat racks should have assigned positions so setup does not block the entrance or delay doors.

Frequently asked questions

How far in advance should I book musicians for a concert?: Aim to confirm musicians at least 8 to 12 weeks before the concert. This leaves time to coordinate rehearsal times, arrange instrument transport and publish accurate ticket and audience information.
When should I open concert ticket sales?: Open online ticket sales after the date, location, musicians and basic audience information are confirmed. A practical minimum is 4 to 6 weeks before the concert, with a clear registration closing date for catering numbers.
How much time do I need to set up a concert venue?: Allow at least 4 hours for a small concert with stage sections, sound equipment, lighting, seating and an entrance area. Add extra time if instruments need separate transport or if a full rehearsal and soundcheck take place on the same day.
When should I send concert information to the audience?: Send the final audience message 3 to 7 days before the concert. Include doors time, start time, ticket or registration details, arrival instructions and any information about coats, seating or refreshments.

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