Concert planning checklist from booking to final setup

A concert runs smoothly when the program, venue, artists, audience flow, and technical setup are handled in the right order. Start by confirming the date and location, booking the artists, and building a realistic program. In the final week, lock the visitor list, send artist information, check the forecast, and finish shopping. On the day, allow enough time to mark the stage, assemble the sound system, connect lighting, and open registration before guests arrive.

Organize this event for free with Lizzt

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
Book artists
2 people
Make reservations
Compile program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Inventory equipment
2 people
Check emergency exits
2 people
Hang up promotion
2 people
Create the final visitor list
Send artist information
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Collect equipment
2 people
Open venue
2 people
Mark the stage and audience area
2 people
Set up the stage
4 people
Set up the sound system
3 people
Connect lighting
2 people
Set up chairs and tables
3 people
Set up the registration desk
2 people
Set up bar and serving station
3 people
Chill drinks
2 people
Prepare snacks
3 people
Hang decorations
2 people
Perform the technical sound check
4 people
Welcome performers
2 people
Set up backstage
2 people

Event

Open the public entrance
3 people
Register visitors
3 people
Serve drinks and snacks
4 people
Support the first concert block
3 people
Refill drinks
2 people
Checking the break and public area
2 people
Support the second concert block
3 people
Restock Snacks
2 people
Support the third concert block
3 people
Support the final concert block
3 people
Guide the audience to the exit
3 people

Aftercare

Turn off the sound equipment
2 people
Close the bar
2 people
Collect waste
3 people
Wash dishes
3 people
Dismantle furniture
4 people
Clean the venue
4 people
Return equipment
2 people
Store leftover stock
2 people

What to bring

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

Furniture

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

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 3
Microphonesqty 6
Microphone standsqty 6
D.I. boxesqty 4
Instrument cablesqty 12
XLR cablesqty 15
Power stripsqty 8
Extension cordsqty 10

Lighting

Stage spotlightsqty 6
Light standsqty 2
Mood lightingqty 4
Battery lampsqty 6

Tableware

Glassesqty 120
Coffee cupsqty 40
Platesqty 120
Cutlery setsqty 120

Kitchen

Coolersqty 4
Drink dispensersqty 2
Thermos flasksqty 4
Serving traysqty 6
Pliersqty 6
Cutting boardsqty 3
Knivesqty 4

Decorations

Stage drapesqty 4
Buntingqty 8
Tapeqty 6
Directional signsqty 8

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop setsqty 2
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Confirm the venue layout before booking equipment: measure the stage and audience area, then check that speakers, subwoofers, monitors, chairs, and tables can fit without blocking emergency exits.
Send each artist a single information sheet at least 7 days before the concert with arrival time, program slot, stage access, sound requirements, and parking or loading instructions.
Set a firm registration cutoff 2 to 3 days before the event. Use the final visitor list to estimate seating, drinks, glasses, and serving quantities instead of relying on early registrations.
Schedule sound and lighting setup before doors open, not during guest arrival. Allow at least 2 hours for the stage, mixing console, microphones, cables, monitors, speakers, and spotlights, plus a short test.
Chill drinks and prepare the bar or serving station before registration starts. Keep battery lamps available for dark areas and leave clear routes to exits, cables, and the stage throughout the evening.

Frequently asked questions

How far in advance should I book concert artists?: Aim to book the artists at least 8 to 12 weeks before the concert, especially if you need several acts. Confirm the date, set lengths, arrival time, technical needs, and payment arrangements in writing.
How long does concert setup take?: Plan for at least 2 hours for a small concert with a basic stage, sound system, and lighting. Add 30 to 60 minutes for a larger lineup, more microphones, complex lighting, or a separate bar and registration area.
How many drinks should I buy for a concert?: For the first hour, allow roughly 2 to 3 drinks per guest, then 1 to 2 drinks per person for each additional hour. Adjust the mix after checking the final visitor list and provide non-alcoholic options as well.
When should I send the final concert information to artists?: Send the final program and practical information 5 to 7 days before the concert. Include the call time, performance slot, venue access, stage setup, soundcheck window, and a contact person for the event day.

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.