Concert planning checklist from booking to show day

A concert involves more than booking performers and opening the doors. You need a confirmed venue, a clear music programme, technical requirements, guest registrations, catering, volunteers and printed information. This checklist puts the work in a practical order, from the first bookings to equipment checks and chilled drinks on the day. It also covers details that are easy to leave too late, such as dietary requirements, performer arrival times, emergency contacts and access to the venue.

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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 performers
2 people
Reserve venue
Finalize the music program
2 people
Gather technical requirements
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Update visitor list
Confirm reservations
Order catering
2 people
Reserve equipment
Assign volunteers
2 people
Share performance times
Send directions
Check the weather forecast
Collect emergency contacts
Print floor plan
Print the program
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Collect materials
3 people
Check the equipment
2 people
Pick up keys
Open venue
2 people
Clear the loading zone
2 people
Set up the stage
4 people
Connect the sound system
3 people
Set up lighting
2 people
Securely finish cables
2 people
Test power outlets
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the bar
3 people
Display snacks
2 people
Hang decorations
2 people
Test the lighting
2 people
Hang up public information
Set up the cloakroom
2 people
Check toilets
Set out first aid kit

Event

Welcome performers
2 people
Run the sound check
3 people
Open the doors
3 people
Welcome visitors
3 people
Distribute program
2 people
Staff the coat check
2 people
Serve drinks
3 people
Serve snacks
2 people
Refill drinks
2 people
Keep the bar workspace clean
Check toilets periodically
Guide audience to their seats
2 people
Announce performances
Restock break drinks
2 people
Assist performers
Check the sound level
Wrap up the final performance
2 people
See visitors out
3 people

Aftercare

Close the bar
3 people
Switch off equipment
2 people
Take down the sound system
3 people
Dismantle the lighting setup
2 people
Dismantle the stage
4 people
Put the chairs back
3 people
Put the tables back
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Empty the coolers
2 people
Store leftover stock
2 people
Inventory materials
2 people
Return borrowed items
2 people
Return keys
Clear away coat check items
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Stage skirt
High tablesqty 8
Tablesqty 10
Chairsqty 100
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 120

Equipment

Mixing console
Main speakersqty 2
Stage monitorsqty 4
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Cable reelsqty 6
Power stripsqty 8
Cable matsqty 10
Laptop stand
Spare batteriesqty 20
Music standsqty 6
Sound insulation panelsqty 4

Tableware

Drinking glassesqty 120
Wine glassesqty 80
Coffee cupsqty 50
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 80
Serving plattersqty 12
Serving utensilsqty 12

Kitchen

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4

Lighting

LED spotlightsqty 6
Mood lightingqty 8
String lightsqty 6
Emergency lightsqty 4

Decorations

Stage backdrop
Balloon archesqty 2
Tableclothsqty 12
Program boardsqty 4
Directional signsqty 8
Table decorationsqty 12

Cleaning

Waste binsqty 8
Mopsqty 3
Bucketsqty 3
Cleaning carts

Catering

Groceries

Tips

Confirm the venue and performers before designing invitations. Ask performers for their technical requirements at least 4–6 weeks before the concert so you can reserve the right mixing console, speakers, monitors, microphones, stands, cables and power supplies.
Send the programme and directions to performers and volunteers no later than 7 days before the concert. Include arrival times, soundcheck slots, optreedtijden and the person to contact if someone is delayed.
Close registrations with enough time to update the visitor list and catering order. A practical deadline is 5–7 days before the event; use the final list to check dietary requirements and confirm reservations.
Plan the room around both the audience and the stage. Allow space for stage sections, a podium step, music stands, high tables, chairs, the bar and coat racks, while keeping cable runs covered with cable mats and exits clear.
Do the final equipment check the day before, not when guests arrive. Test the main speakers, podium monitors, microphones, DI boxes, XLR and jack cables, laptop stand, reserve batteries and power strips, then collect the venue keys and print the programme and floor plan.

Frequently asked questions

How far in advance should I organise a concert?: Start booking performers and the venue at least 8–12 weeks before the concert. Set the programme and collect technical requirements 4–6 weeks ahead, then send final directions and arrival details during the last week.
When should concert invitations be sent?: Send invitations around 4–6 weeks before the concert if guests need to register. Set a registration deadline 5–7 days before the event so you can process the list, collect dietary requirements and confirm catering.
How many drinks should I provide for a concert?: For the first hour, plan on 2–3 drinks per person, then about 1 drink per person per hour. Add water and prepare glasses, wine glasses and coffee cups according to the programme and catering plan.
When should I check concert sound equipment?: Do a full equipment check at least 24 hours before the concert, including speakers, monitors, microphones, cables, DI boxes and power strips. Reserve time on the day for setup and a soundcheck before the first performance.

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.