Concert in the Hall Checklist

A concert in a hall needs more than booked artists and a printed programme. You also need a clear order for registrations, catering, access, seating, sound and lighting. This checklist covers 75 tasks and 42 items, from confirming the venue to connecting microphones and checking emergency exits. Use it to prepare the hall, coordinate volunteers and prevent last-minute problems on concert day.

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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 venue
Book artists
Compile program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Reserve equipment
Collect artist information
Assign volunteers
Print the run sheet
Print the visitor list
Do the shopping
2 people
Pick up the equipment
2 people
Arrange keys and access
Check the Venue
2 people
Clear emergency exits
2 people
Set up chairs
4 people
Set up tables
3 people
Clear the stage area
3 people
Set up the cloakroom
2 people
Set up the registration desk
2 people
Set up stage lighting
2 people
Set up the sound system
3 people
Connect microphones
2 people
Set up instruments
3 people
Perform sound check
3 people
Perform a lighting check
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set up coffee station
2 people
Post allergen information
Hang up the program
Check toilets
Brief reception team
4 people
Backstage team briefing
3 people

Event

Open the doors
3 people
Welcome visitors
4 people
Check tickets
2 people
Staff the cloakroom
2 people
Serve coffee and tea
2 people
Deliver the welcome speech
Support the first concert block
3 people
Refill drinks
2 people
Serve the break buffet
3 people
Check the hall and toilets
2 people
Support the second concert block
3 people
Refill drinks
2 people
Serve the artists' meal
2 people
Moderate audience questions
Support the third concert block
3 people
Keep staffing the cloakroom
2 people
Refill drinks
2 people
Supervise the closing performance
3 people
Give a thank-you speech
Play exit music
See visitors out
4 people
Handle the cloakroom
2 people
Close the register
2 people

Aftercare

Clean up drinks and catering
3 people
Wash dishes
3 people
Dismantle the sound system
3 people
Dismantle the lighting setup
2 people
Pack instruments
3 people
Clear away chairs and tables
4 people
Collect waste
3 people
Clean the room
3 people
Clean the restrooms
2 people
Check materials
2 people
Lock up the hall
2 people
Return equipment
2 people
Clear away leftover stock
2 people
Handle lost and found
Pay performers
Send thank-you messages

What to bring

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

Furniture

Chairsqty 170
Foldable tablesqty 12
Coat racksqty 4
Stoolsqty 6

Tableware

Coffee cupsqty 180
Glassesqty 180
Dessert platesqty 180
Forksqty 180
Spoonsqty 180
Coffee spoonsqty 180

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 6
Small bowlsqty 20
Serving spoonsqty 8

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 10
Audio cablesqty 8
Power stripsqty 10
Extension cordsqty 10
Cable matsqty 12
Handheld microphone for announcements
Laptop
Spare batteriesqty 24

Lighting

Stage spotlightsqty 6
Light standsqty 2
Work lightsqty 4

Decorations

Stage drapesqty 4
Decorative plantsqty 8
Program standsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the hall’s access arrangements several days before the concert, including who has the keys and when suppliers and artists can enter. A locked storage room or late equipment pickup can delay the entire setup.
Finish the seating, cloakroom and registration layout before the soundcheck. Keep the entrance clear and leave enough space for the visitor list, dietary information and coats without blocking the main flow.
Schedule the soundcheck before guests arrive and test every microphone, DI box, XLR cable and speaker connection separately. Keep spare audio cables and extension cords available rather than discovering a fault during the programme.
Check lighting from the audience area, not only from the stage. Stage spotlights should illuminate performers without shining into visitors’ eyes, while work lights should remain available for safe setup and clearing.
Print the run sheet and visitor list before the event day, then give the final version to volunteers, catering and the sound team. Do not rely on a phone or shared file when several people need the same timing information.

Frequently asked questions

How early should I start organising a concert in a hall?: Start at least 8 to 12 weeks before the concert. Confirm the date and venue first, then book artists, compile the programme, open registrations and reserve catering and equipment.
When should the sound system and stage lighting be set up?: Set up both at least 3 hours before doors open, followed by a complete soundcheck. Allow extra time if you are using speakers, subwoofers, microphones, DI boxes and several lighting stands.
How many chairs do I need for a hall concert?: Prepare one chair for each expected seated visitor, plus a small reserve if the hall allows it. Finalise the number after registrations close and keep aisles and emergency exits clear rather than filling every available space.
What should I print for a concert in a hall?: Print the final run sheet and visitor list on the day before the concert, then bring extra copies for the registration desk, volunteers and technical team. Also print any programme or access information visitors need on arrival.

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.