Concert evening checklist

A concert evening depends on more than booking performers. You need confirmed timings, guest registrations, technical checks, catering, and a venue that is ready before the first artist arrives. Work through the planning in stages: confirm the date and location, finalize the program, brief the artists, then complete the practical setup. Allow extra time for sound checks, cable routing, drinks, and the entrance desk—these are often left until too late.

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
Book artists
Record performances and times
2 people
Make reservations
Check permits
Send invitations
2 people
Process registrations
Collect dietary requirements
Update visitor list
Collect artist information
Check technical requirements
2 people
Gather music files
Create the program
Send artist briefing
Order catering
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Setting up shelf-stable catering
2 people
Pick up venue keys
Inspect venue
2 people
Bring materials indoors
4 people
Set up tables and chairs
4 people
Set up the entrance and coat check
2 people
Set up the bar and serving area
3 people
Clear the stage area
3 people
Connect the sound system
3 people
Set up microphones and stands
2 people
Connect lighting
2 people
Cover cables safely
2 people
Perform sound check
3 people
Perform lighting test
2 people
Welcome performers
2 people
Set up the artist dressing room
2 people
Prepare snacks
3 people
Restock buffet and bar
3 people

Event

Staff the entrance desk
2 people
Welcome visitors
2 people
Manage the cloakroom
2 people
Serve drinks
3 people
Serve snacks
2 people
Announce the program
Support the first performance
2 people
Restock break catering
2 people
Refill drinks
2 people
Support the second performance
2 people
Check coat check and entrance
2 people
Guide the third performance
2 people
Restock the buffet
2 people
Keep the public area tidy
2 people
Support the fourth performance
2 people
Serve the last round
3 people
Announce the end of the concert
Guide visitors to the exit
3 people
Complete coat check checkout
2 people

Aftercare

Turn off the sound system
2 people
Store food and drinks safely
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the bar and kitchen
3 people
Clean the restrooms
2 people
Remove decorations
2 people
Put furniture back
4 people
Pack equipment
3 people
Do final venue inspection
2 people
Return keys
Return borrowed materials
2 people
Store leftover stock
2 people
Sort cloakroom materials

What to bring

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

Furniture

Chairsqty 100
High tablesqty 10
Buffet tablesqty 4
Coat racksqty 3
Dressing room tablesqty 2
Changing room chairsqty 8

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixer
Dynamic microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Instrument cablesqty 8
XLR cablesqty 12
Extension cordsqty 4
Power stripsqty 8
Cable matsqty 12
Gaffer tapeqty 6
Laptop
Spare batteriesqty 24

Lighting

LED stage lightsqty 6
LED work lightsqty 4
Light standsqty 2

Decorations

Concert bannersqty 3
Tableclothsqty 12
Wayfinding signsqty 8
Program postersqty 10
Coat hangersqty 120
Cloakroom numbersqty 150

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Coolersqty 3
Pouring jugsqty 8
Thermos flasksqty 4
Storage binsqty 12
Cutting boardsqty 4
Chef's knifeqty 4

Cleaning

Waste binsqty 8
Recycling binsqty 4
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Toilet brushesqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the venue, date, artist bookings, and performance times before sending invitations. Keep one written schedule so the program, catering, and technical team all work from the same timings.
Ask guests for dietary requirements when they register, then update the visitor list at least 48 hours before the concert. This gives you time to adjust catering quantities and prepare the entrance list.
Complete the technical check before setup day. Test the PA speakers, mixer, microphones, DI boxes, cables, power strips, and stage lights, and bring spare batteries for equipment that needs them.
Plan the room from the audience’s arrival onward: place chairs and high tables, then set up the entrance, coat racks, bar, and serving area. Keep cable routes away from walkways and cover them with cable mats and gaffer tape.
Chill drinks several hours before doors open and set out shelf-stable catering before guests arrive. Keep reusable glasses, plates, cutlery, serving trays, and coffee cups together so the service area does not need last-minute searching.

Frequently asked questions

How far in advance should I book artists for a concert evening?: Start contacting artists at least 8 to 12 weeks before the concert, especially if you need several performers. Confirm availability, fees, performance length, arrival time, and technical requirements before publishing the program.
When should I send invitations for a concert evening?: Send invitations 4 to 6 weeks before the event and set the registration deadline about 7 days before the concert. Use the final visitor list to plan seating, catering, and the entrance or coat check.
How much time do I need for concert setup?: Allow at least 4 hours for venue access, inspection, furniture, entrance and bar setup, sound, lighting, and cable safety checks. Schedule the artists’ sound check separately, ideally 90 minutes before doors open.
When should drinks be chilled for a concert evening?: Chill drinks at least 4 hours before guests arrive; use overnight chilling for larger quantities. Finish the bar setup before the sound check so serving equipment and technical work do not compete for the same space.

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.