Concert planning checklist from booking to showtime

A concert involves more than booking artists and putting up a stage. You need a confirmed venue, reliable sound and power, a workable performance schedule, guest registration, safety arrangements, and a clear plan for the crew. Start with the date, artists, venue, permits, insurance, and technical requirements. In the final week, check every cable, power point, access route, contact number, wristband, and printed run sheet so small omissions do not delay the first act.

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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

Book artists
2 people
Reserve venue
Check the permit
Reserve sound system
Check insurance
Prepare performance schedule
2 people
Gather technical requirements
2 people
Check emergency exits
2 people
Create a security plan
2 people
Send invitations
2 people
Open registrations
Order catering
Collect dietary requirements
Process registrations
2 people
Assign volunteers
2 people
Publish the program
Order wristbands
Send artist information
Create technical floor plan
2 people
Print the run sheet
Print contact list
Carry out a site visit
2 people
Test power outlets
2 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare the cash register
Prepare materials
3 people

Event

Open venue
2 people
Receive deliveries
2 people
Set up stage sections
4 people
Set up the tents
4 people
Set up tables
3 people
Set up chairs
4 people
Set up the sound system
3 people
Connect microphones
2 people
Hang the lighting rig
3 people
Secure cables
2 people
Test the equipment
3 people
Set up instruments
2 people
Set up backstage
2 people
Build the catering buffet
3 people
Display drinks
2 people
Set up coffee station
2 people
Check restroom facilities
2 people
Set up the entrance booth
2 people
Give the safety briefing
2 people
Welcome performers
2 people
Run the sound check
4 people
Welcome visitors
3 people
Hand out wristbands
2 people
Support the first performance
3 people
Serve snacks
3 people
Refill drinks
2 people
Support the second performance
3 people
Restock the buffet
2 people
Guide the third performance
3 people
Keep the audience area clean
2 people
Play break music
Support the main performance
4 people
Serve the last round
3 people
See visitors out
3 people

Aftercare

Close the register
2 people
Switch off the sound equipment
2 people
Clean up catering
3 people
Collect waste
3 people
Wash dishes
3 people
Clear away chairs and tables
4 people
Remove decorations
2 people
Dismantle the stage
4 people
Take down tents
4 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people
Return rental equipment
2 people
Store leftovers
2 people
Collect invoices
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Stage sectionsqty 12
Stage steps
High tablesqty 6
Tablesqty 8
Chairsqty 100
Bar stoolsqty 6
Coat racksqty 2

Equipment

Speakersqty 2
Subwoofersqty 2
Mixing console
Microphonesqty 5
Microphone standsqty 5
DI boxesqty 3
Monitor speakersqty 2
Monitor standsqty 2
XLR cablesqty 12
Jack cablesqty 8
Audio multicable
Extension cordsqty 10
Power stripsqty 8
Cable reelsqty 4
Power splitterqty 2
Music standsqty 4
Guitar standsqty 4
Cash register
Cash box
Payment terminal
Walkie-talkiesqty 6
Flashlightsqty 6

Lighting

Stage spotlightsqty 6
Light standsqty 2
Mood lightingqty 8
Battery lanternsqty 6

Tableware

Reusable cupsqty 150
Wine glassesqty 30
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving plattersqty 12
Serving utensilsqty 12
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Ice packsqty 20

Decorations

Stage drapesqty 4
Buntingqty 8
Program postersqty 12
Directional signsqty 10
Tableclothsqty 14
Name badgesqty 20

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop setsqty 2
Cleaning bucketsqty 3
Hand soap dispensersqty 4
Toilet paper holdersqty 4

Catering

Wristbandsqty 150
Groceries

Tips

Book the artists and venue before opening registrations. Keep a reserve venue in mind, and confirm the permit and insurance requirements as soon as the date and location are agreed.
Collect each artist’s technical requirements early enough to build one technical floor plan. Confirm microphones, DI boxes, monitor speakers, stands, cables, power distribution, and stage access before the venue visit.
Test power points and emergency exits during the location visit, not on show day. Count the available extension cords, power strips, cable reels, and lighting stands against the final stage and audience layout.
Publish the programme only after the performance order, changeover times, soundcheck schedule, and artist information are confirmed. Print the run sheet and contact list, and keep copies with the stage and event teams.
Open registrations with a clear closing date and ask for dietary requirements at the same time. Order catering from the confirmed numbers, then prepare wristbands, reusable cups, cloakroom racks, tables, chairs, and high tables before volunteers arrive.

Frequently asked questions

How far in advance should I organize a concert?: Start booking artists, the venue, and the sound system at least 8 to 12 weeks before the concert. Use the final 7 days for equipment checks, printing, catering confirmation, and volunteer briefing.
How many drinks should I plan per concert guest?: For the first hour, plan about 2 to 3 drinks per person, then roughly 1 drink per person per hour. Adjust the total for the event length, audience, weather, and whether drinks are sold or included.
When should I collect artists’ technical requirements?: Request technical riders and stage requirements immediately after booking, preferably 4 to 6 weeks before the event. Finalize the technical plan after the venue visit and confirm any changes with every act at least 7 days before the concert.
When should I order concert catering?: Collect registrations and dietary requirements before placing the order. Confirm the final quantity with the caterer 3 to 5 days before the concert, while keeping a small allowance for late registrations and crew meals.

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.