Concert tour checklist: what to arrange and when

A concert tour needs more than confirmed dates and booked venues. You also have to connect artist contracts, travel, accommodation, technical riders, production plans, ticket sales, catering and crew access across every stop. Start with the route and venue holds, then lock in performers, contracts and technical requirements before promotion goes live. Use the final week for passes, equipment checks, dietary details and the printed run sheet, so show day is about running the concert rather than chasing missing information.

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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 concert dates
2 people
Reserve venues
2 people
Confirm performers
2 people
Check contracts
2 people
Develop travel itineraries
2 people
Reserve overnight stays
Gather technical requirements
2 people
Check technical riders
2 people
Create sound plan
2 people
Create lighting plan
2 people
Create a stage plan
2 people
Check permits
2 people
Check insurance policies
Send invitations
2 people
Open ticket sales
2 people
Publish promotion
2 people
Send press releases
Process registrations
2 people
Collect dietary requirements
Order catering
2 people
Assign volunteers
2 people
Print the run sheet
Send artist information
Make crew passes
2 people
Check equipment
3 people
Do the shopping
3 people
Load transport
4 people

Event

Open venue
2 people
Receive deliveries
3 people
Set up the stage
6 people
Set up the sound system
4 people
Set up lighting
3 people
Set up the backline
3 people
Securely finish cables
2 people
Set up catering
3 people
Set up artist dressing rooms
2 people
Set up the registration desk
2 people
Set up the audience area
4 people
Hang up decorations
2 people
Run the sound check
5 people
Perform a lighting check
3 people
Welcome performers
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open the doors
3 people
Check tickets
3 people
Welcome guests
4 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Assist performers
2 people
Guide the performances
3 people
Carry out stage changes
4 people
Check public area
2 people
Check toilets
2 people
Collect waste
2 people
Wrap up the final performance
3 people
See guests out
3 people
Close the register
2 people

Aftercare

Switch off equipment
3 people
Tear down stage
6 people
Pack audio equipment
4 people
Pack lighting equipment
3 people
Wash dishes
3 people
Clean the venue
4 people
Remove decorations
2 people
Dispose of waste
2 people
Load equipment
4 people
Collect lost and found items
2 people
Return supplier materials
3 people
Store leftover catering
2 people
Unload transport
4 people
Archive ticket details
Collect invoices

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Bar stoolsqty 8
High tablesqty 12
Chairsqty 120
Foldable tablesqty 12
Coat racksqty 4

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 6
Monitor speakersqty 2
XLR cablesqty 20
Jack cablesqty 12
Cable reelsqty 8
Extension cordsqty 12
Laptop
Cable traysqty 12
Gaffer tapeqty 8
Batteriesqty 24
Entrance desk
Ticket scannerqty 2
Walkie-talkiesqty 8
Power banksqty 4

Lighting

LED spotlightsqty 8
Moving headsqty 4
Light standsqty 4
Lighting Console
Work lightsqty 4

Tableware

Drinking glassesqty 150
Coffee cupsqty 40
Platesqty 150
Cutlery setsqty 150
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 6
Small bowlsqty 12

Decorations

Stage drapesqty 4
Bannersqty 6
Tableclothsqty 12
Directional signsqty 10

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Waste binsqty 10
Cleaning glovesqty 8

Catering

Groceries

Tips

Build the route before booking overnight stays. Compare each venue’s date, load-in window and travel time, then reserve accommodation as soon as the concert dates are confirmed.
Request every performer’s technical rider before finalising the sound, lighting and stage plans. Check inputs such as microphones, DI boxes, monitors, XLR cables and power requirements against the equipment available at each venue.
Set ticket sales and promotion deadlines separately for every concert date. Press releases and invitations should follow confirmed performers, venues and ticket links—not precede them.
Collect dietary requirements with registrations and give the final numbers to catering before the event week. Include crew and performers, not only ticket holders, when ordering food and drinks.
Print the run sheet and issue artist information, crew passes and volunteer assignments before doors open. Do a final check of the mixing console, speakers, subwoofers, lighting console, cable runs and work lights during setup, not after the audience arrives.

Frequently asked questions

How far in advance should I plan a concert tour?: Start planning at least 6 months before the first show when several venues and performers are involved. Confirm dates and venue availability first, then allow time for contracts, travel, technical planning, permits and promotion.
When should concert tour ticket sales open?: Open ticket sales only after the venue, concert date and performer lineup are confirmed. A practical target is 8 to 12 weeks before each show, leaving enough time for promotion and press releases.
When should I book hotels for a concert tour?: Reserve overnight stays as soon as the route and concert dates are stable, ideally 3 to 6 months ahead. Recheck arrival times and room requirements after travel itineraries are developed.
When should I check concert equipment and technical riders?: Review technical riders as soon as performers are confirmed, then complete an equipment check during the final week. Verify speakers, monitors, microphones, cables, lighting and power before the first load-in.

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.