Concert planning checklist from first booking to soundcheck

A concert involves more than booking performers and opening the doors. You need to confirm the venue, permits, insurance, registrations, technical requirements, staffing, catering, and the running order before setup begins. Work through the plan in sequence so missing information does not delay the soundcheck. The final venue check should cover the stage, sound system, lighting, power supply, signs, tickets, wristbands, and guest areas.

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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
Book performers
2 people
Check permits
Check insurance
Send invitations
2 people
Process registrations
Collect dietary requirements
Make reservations
Collect artist information
Gather technical requirements
2 people
Create the program and schedule
2 people
Reserve equipment
2 people
Order catering
Assign volunteers
2 people
Create floor plan
Design signage
Lay out wristbands and tickets
2 people
Do the shopping
2 people
Send artist briefing
Prepare the venue
3 people
Set up stage sections
4 people
Set up the sound system
4 people
Connect microphones
2 people
Set up lighting
3 people
Check power supply
2 people
Set up the audience area
4 people
Set up the bar and serving area
3 people
Hang decorations
2 people
Test the equipment
3 people
Set up artist room
2 people
Run the sound check
4 people
Set up catering
3 people
Set up the entrance and checkout
2 people
Conduct a safety check
2 people
Brief audience guides
2 people

Event

Welcome performers
2 people
Open the doors
4 people
Check tickets
3 people
Staff the cloakroom
2 people
Escort audience to the hall
2 people
Deliver the welcome speech
Support the first performance
3 people
Serve drinks
3 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Support the second performance
3 people
Play break music
Guide the third performance
3 people
Adjust the technical setup between performances
3 people
Answer audience questions
2 people
Check toilets
Support the main performance
4 people
Assist with encores
4 people
Announce the final round
Guide the audience to the exit
3 people
Manage coat check
2 people

Aftercare

Close the register
2 people
Turn off the sound equipment
2 people
Dismantle equipment
4 people
Dismantle the stage
4 people
Clear away furniture
4 people
Collect waste
3 people
Clean the venue
3 people
Wash dishes
2 people
Remove decorations
2 people
Inventory materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 120
Bar stoolsqty 8
Coat racksqty 3
Clothes hangersqty 180
Bollardsqty 12

Equipment

Stage sectionsqty 12
Stage stepsqty 2
Speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Audio cablesqty 20
XLR cablesqty 20
Power stripsqty 12
Extension cordsqty 12
Cable matsqty 20
Laptop
USB sticksqty 3

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
Work lightsqty 4
Light filtersqty 12

Tableware

Reusable cupsqty 250
Wine glassesqty 80
Coffee cupsqty 40
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 80
Serving traysqty 8

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 6
Ice cube traysqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8

Decorations

Stage backdropsqty 2
Buntingqty 6
Tableclothsqty 8
Directional signsqty 12
Welcome sign
Program standsqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 4
Safety vestsqty 8

Catering

Groceries

Tips

Confirm the date and location before booking performers or ordering equipment. Check the venue’s capacity, access times, power supply, stage dimensions, and any permit or insurance requirements at the same time.
Collect each artist’s technical information early, including microphone needs, monitor requirements, DI boxes, instrument inputs, arrival times, and setup preferences. Send a written artist briefing once the program and schedule are fixed.
Plan the technical setup around cable routes and power rather than placing equipment first. Allow time for speakers, subwoofers, the mixing console, microphones, lighting, extension cords, power strips, and cable mats to be tested before doors open.
Prepare guest logistics before the final week: process registrations, record dietary requirements, arrange reservations, prepare tickets and wristbands, and design signage. Reusable cups, wine glasses, and coffee cups should be counted against the expected attendance.
Schedule volunteers with clear start times and responsibilities for venue preparation, guest entry, artist support, catering, and close-down. Keep work lights available for setup and pack-down, since the concert lighting may not provide enough visibility.

Frequently asked questions

How far in advance should I book a concert venue and performers?: Start confirming the venue and performers several months before the concert whenever possible. Set a firm deadline for permits, insurance, technical requirements, catering numbers, and registrations rather than leaving them to the final week.
When should I collect artists’ technical requirements?: Request technical information immediately after a performer is booked, ideally at least 4 to 6 weeks before the concert. Use the responses to reserve stage sections, speakers, microphones, monitors, cables, lighting, and power equipment.
How long before the concert should the venue setup begin?: Begin venue preparation early enough to complete the stage, sound system, lighting, seating, signage, and power checks before doors open. Allow at least 2 to 3 hours for a basic setup, and more time when several performers or a full lighting system are involved.
How many drinks and cups should I prepare for a concert?: Use the confirmed registration or ticket count as your base and add a small buffer for staff and unexpected guests. For the first hour, plan on roughly 2 to 3 drinks per person, then count reusable cups, wine glasses, and coffee cups separately according to the service format.

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.