Concert evening checklist: what to arrange and when

A concert evening needs more than a performer and a room. You need time to confirm the technical rider, arrange sound and lighting, manage registrations, plan catering and check permits before guests arrive. Use this checklist to work from the venue and programme through to the entrance setup and final safety check. The practical details below also help prevent common delays, such as missing cables, unchilled drinks or an unclear running order.

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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

Reserve venue
Book performer
Request technical rider
Send invitations
2 people
Register sign-ups
Confirm registrations
Collect dietary requirements
Book catering
Check permits
Reserve security
Reserve equipment
Create the program
2 people
Print the run sheet
Print contact list
Create floor plan
Create signage
2 people
Lay out name badges and wristbands
2 people
Confirm deliveries
Check stock
2 people
Do the shopping
2 people
Chill drinks
2 people
Setting up shelf-stable catering
2 people
Open venue
2 people
Conduct a safety check
2 people
Set up the entrance
3 people
Set up the cloakroom
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the buffet
3 people
Set up the bar
3 people
Check the stage
2 people
Set up the sound system
3 people
Connect microphones
2 people
Set up lighting
2 people
Set up instruments
2 people
Perform sound check
3 people
Perform lighting test
2 people
Hang decorations
3 people
Hang up signage
2 people
Label diet meals
2 people
Portion the catering
3 people
Test the cash register and payment terminal
2 people
Briefing for entrance staff
2 people
Brief bar staff
2 people

Event

Open the doors
3 people
Welcome guests
4 people
Check off registrations
2 people
Hand out wristbands
2 people
Serve aperitifs
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Staff the coat check
2 people
Provide the stage introduction
Support the concert
2 people
Check public area
2 people
Empty trash bins
2 people
Check toilets
2 people
Serve the last round
2 people
See guests out
3 people
Complete coat check checkout
2 people

Aftercare

Close the bar
2 people
Clear catering
3 people
Collect tableware
3 people
Sort waste
2 people
Clear tables and chairs
3 people
Remove decorations
2 people
Tear down audio equipment
3 people
Take down lighting equipment
2 people
Clear the stage
2 people
Wash dishes
3 people
Clean the venue
3 people
Clean the restrooms
2 people
Inventory materials
2 people
Check the equipment
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Register lost and found items

What to bring

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

Furniture

High tablesqty 10
Buffet tablesqty 4
Chairsqty 100
Coat racksqty 3
Clothes hangersqty 120
Bollardsqty 8

Tableware

Wine glassesqty 120
Highball glassesqty 120
Coffee cupsqty 100
Platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Serving traysqty 8

Equipment

Active speakersqty 4
Subwoofersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 4
XLR cablesqty 12
Instrument cablesqty 8
Power stripsqty 10
Extension cordsqty 12
Cable traysqty 20
Cable tiesqty 100
Stage sectionsqty 8
Music standsqty 5

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lampsqty 12
Flashlightsqty 4

Decorations

Backdrop cloth
Buntingqty 6
Balloonsqty 100
Tableclothsqty 14
Entrance sign
Directional signsqty 8

Kitchen

Coolersqty 6
Ice containersqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 8
Small bowlsqty 12
Cool bowlsqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Waste binsqty 8
Toilet brushesqty 4
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Catering

Groceries

Tips

Request the performer’s technical rider before hiring or reserving equipment. Check every requirement against the mixer, speakers, microphones, DI boxes, cables and power supplies you have available.
Set a firm registration deadline, then confirm registrations and collect dietary requirements at least one week before the concert. Give the caterer a final guest count rather than relying on invitation responses.
Build the programme around setup and soundcheck time, not just performance times. Print the run sheet and contact list before event day so the organiser, performer, caterer and security team are working from the same information.
Plan the room in zones: entrance, seating, coat storage, catering, performance area and cable routes. Use the floor plan to position tables, chairs, stage sections and cable trays before deliveries arrive.
Chill drinks and check tableware and equipment on the day before the concert where possible. On event day, open the venue early enough for delivery checks, setup, a safety inspection and an unhurried entrance setup.

Frequently asked questions

How far in advance should I organise a concert evening?: Start at least 8 to 12 weeks before the event. Reserve the venue and book the performer first, then confirm technical requirements, permits, catering, security and guest registration.
When should I request the performer’s technical rider?: Request it before you reserve sound, lighting or staging equipment, ideally 6 to 8 weeks before the concert. Recheck the rider after the performer confirms the programme, because microphone, DI box and monitor needs can change.
How much time do I need for concert setup?: Allow at least 4 hours for room setup, equipment delivery, stage assembly, cable routing, soundcheck and safety checks. Open the venue earlier if catering, lighting or complex staging is involved.
When should I confirm concert catering numbers?: Set the RSVP deadline 10 to 14 days before the concert and confirm the final number with the caterer 5 to 7 days before. Collect dietary requirements at the same time so alternatives are ready when guests arrive.

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.