Concert marathon checklist: from first booking to final soundcheck
A concert marathon combines a long programme with repeated changeovers, technical checks and audience service. Start by confirming the date and venue, then lock the entertainment schedule before sending invitations or publishing the programme. Artist requirements, registrations, dietary information and volunteer shifts need deadlines of their own. During the final week, print the technical plan and run sheet, check cables and adapters, and separate non-perishable supplies from refrigerated shopping.
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
Finalize the entertainment schedule
2 people
Confirm artists and technicians
Gather technical requirements
2 people
Make reservations
Send invitations
2 people
Process registrations
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
Publish the program
Send artist information
Print the technical plan
Print the run sheet
Check the shopping list
2 people
Do the shopping
2 people
Set up non-perishable supplies
2 people
Purchase refrigerated products
2 people
Gather equipment
2 people
Check cables and adapters
2 people
Prepare artist reception
2 people
Prepare catering
3 people
Open venue
2 people
Mark off work areas
2 people
Build stage sections
4 people
Set up backline
3 people
Set up lighting and cables
3 people
Set up the sound system
4 people
Connect microphones
2 people
Set up tables
3 people
Set up chairs
3 people
Set up bar and buffet
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set out dishes and glasses
2 people
Hang up decorations
2 people
Place information signs
2 people
Set up the entrance and coat check
2 people
Set up the artist room
2 people
Fully test technical setup
4 people
Run a line check for each band
4 people
Give volunteer briefing
2 people
Event
Open the doors
3 people
Welcome visitors
3 people
Staff the cloakroom
2 people
Explain the program
Support the first performance
4 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Swap performances
4 people
Monitor stage and hall
2 people
Answer audience questions
2 people
Check toilets
Empty trash bins
2 people
Artist support
2 people
Support the final performance
4 people
Announce the closing
Guide visitors to the exit
3 people
Complete coat check checkout
2 people
Aftercare
Close the bar
3 people
Wash dishes
3 people
Pack Leftover Snacks
2 people
Store chilled products
2 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Remove decorations
2 people
Take down the sound system
4 people
Clear away lighting and cables
3 people
Reset the backline
3 people
Dismantle stage sections
4 people
Put furniture back
3 people
Check the equipment
2 people
Sort borrowed items
2 people
Return borrowed items
2 people
Hand over the venue
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 8
- Folding chairsqty 160
- Bar stoolsqty 8
- Coat racksqty 3
- Clothes hangersqty 180
- Stage sectionsqty 12
- Stage mat
Equipment
- Mixing console
- Active speakersqty 4
- Stage monitorsqty 4
- Microphonesqty 8
- Microphone standsqty 8
- DI boxesqty 4
- Guitar amplifiersqty 2
- Bass amplifier
- Drum kit
- Music cablesqty 20
- Cable reelsqty 6
- Power stripsqty 10
- Gaffer tapeqty 6
- Power banksqty 6
- Walkie-talkiesqty 8
- Flashlightsqty 4
Lighting
- LED stage lightsqty 8
- Light standsqty 2
- Mood lightingqty 10
- Extension cordsqty 8
Tableware
- Reusable drinking glassesqty 220
- Coffee cupsqty 80
- Platesqty 180
- Cutlery setsqty 180
- Serving plattersqty 20
- Serving tongsqty 8
Kitchen
- Coolersqty 6
- Thermos flasksqty 6
- Coffee machinesqty 2
- Cutting boardsqty 4
- Chef's knifeqty 4
- Ice packsqty 30
Decorations
- Program postersqty 12
- Stage drapesqty 4
- Tableclothsqty 8
- Balloonsqty 100
- Balloon ribbonqty 2
- Directional signsqty 8
Cleaning
- Broomsqty 3
- Dustpan and brushqty 3
- Mopsqty 3
- Bucketsqty 3
- Cleaning glovesqty 8
- Waste binsqty 10
- Waste binsqty 4
- Paper towel rollsqty 12
Catering
- Groceries
Tips
- Build the schedule around changeovers, not only performance times. Allow a fixed slot between artists for microphone changes, DI boxes, amplifiers and a quick line check.
- Collect each artist’s technical requirements before finalising the programme. Send the consolidated information to artists and technicians early enough for corrections, then keep a printed copy at the mixing console.
- Assign volunteers to specific shifts and areas rather than asking for general help. Cover venue opening, artist reception, catering, registration and end-of-night clearing with named people.
- Do the equipment check before the venue opens. Test the mixing console, active speakers, stage monitors, microphones, stands, music cables, power strips and extension cords together, not as separate items.
- Keep setup supplies and food on different timelines. Set up tables, chairs, coat racks, stage sections and lighting with the non-perishable supplies first; buy refrigerated products as close to service time as practical.
Frequently asked questions
- How far in advance should I organise a concert marathon?
- Start at least 8 to 12 weeks before the event. Confirm the venue, artists and technicians first, then allow time for registrations, dietary requirements, volunteers and a published programme.
- How much time should I allow between concert performances?
- Allow at least 15 to 30 minutes between sets for a basic changeover, and longer if instruments or stage sections change. Put the changeover time directly into the entertainment schedule so the programme does not run late from the first act onward.
- When should I print the concert marathon run sheet and technical plan?
- Print both 1 to 2 days before the event, after artist details and technical requirements are confirmed. Keep one copy at the production desk, one with the stage team and spare copies for volunteers.
- When should I buy food and drinks for a concert marathon?
- Check the shopping list several days beforehand, buy non-perishable supplies first, and purchase refrigerated products on the day before or the day of the event. Finalise dietary requirements before ordering or preparing catering.
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.
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