Country concert checklist: what to arrange and when

A country concert needs more than a band and a stage. You must lock in the date and location, confirm capacity and permits, book sound and safety support, and give guests clear ticket and parking information. Work through the planning in stages so late tasks—such as dietary details, chilled drinks, printed contact lists and weather checks—do not create pressure during setup. This checklist covers the practical jobs and equipment for a well-organised 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 location
2 people
Hire musicians
2 people
Reserve an audio supplier
Reserve stage
Check permits
2 people
Check insurance
Determine visitor capacity
2 people
Set ticket price
2 people
Set up the ticketing system
2 people
Send invitations
2 people
Post promotion online
2 people
Hang posters
3 people
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Arrange first aid coverage
2 people
Arrange security
2 people
Publish parking information
Print the run sheet
2 people
Print contact list
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
4 people
Sort materials
3 people

Event

Open venue
2 people
Have the stage set up
4 people
Set up the sound system
4 people
Install lighting
3 people
Check power connections
2 people
Set up tents
4 people
Set up tables
3 people
Set up chairs
4 people
Install dance floor
4 people
Hang up decorations
3 people
Put up directional signs
2 people
Set up the bar
3 people
Set up the buffet
4 people
Set out tableware
2 people
Set up the cash register
2 people
Set up the registration desk
2 people
Welcome performers
2 people
Run the sound check
5 people
Brief the catering team
2 people
Brief volunteers
3 people
Check toilets
2 people
Final safety sweep
3 people
Open the doors
4 people
Scan Tickets
4 people
Welcome guests
3 people
Serve aperitifs
4 people
Support opening act
2 people
Serve the buffet
5 people
Refill drinks
3 people
Refill snacks
2 people
Collect tableware
3 people
Empty trash bins
2 people
Restock toilets
2 people
Monitor crowd flow
2 people
Assist performers
2 people
Announce the main act
Support the performance
3 people
Announce the final round
Guide guests to the exit
3 people
Turn off the sound
2 people

Aftercare

Close the register
2 people
Clean up catering
4 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Remove decorations
3 people
Put furniture back
4 people
Have the stage dismantled
4 people
Return sound equipment
3 people
Return the tents
3 people
Store leftover stock
2 people
Collect lost and found items
2 people
Finalize suppliers
2 people
Process payments
2 people

What to bring

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

Furniture

Beer tablesqty 12
Folding chairsqty 120
Bar stoolsqty 12
Buffet tablesqty 6
Cash desk table
Coat racksqty 2
Stage
Dance floor
Patio heatersqty 4
Party tentsqty 3

Tableware

Dinner platesqty 150
Dessert platesqty 150
Cutlery setsqty 150
Water glassesqty 150
Wine glassesqty 100
Beer glassesqty 150
Coffee cupsqty 80
Serving plattersqty 20
Serving spoonsqty 12

Decorations

Country flagsqty 20
Sack racesqty 12
Artificial flower bouquetsqty 12
Chalkboardsqty 8
Table runnersqty 12
Stage backdrop
String lightsqty 12

Equipment

Speakersqty 4
Subwoofersqty 2
Mixing console
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Light standsqty 4
LED stage spotlightsqty 8
Music standsqty 4
Guitar cablesqty 8
Spare batteriesqty 24

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 6
Paring knivesqty 6
Serving traysqty 10
Ice cube traysqty 8
Bottle openersqty 6
Corkscrewsqty 4
Aluminum foilqty 4
Cling filmqty 4
Food containersqty 20

Cleaning

Waste binsqty 12
Trash bag holdersqty 6
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 24
Hand soap dispensersqty 6
Towel dispensersqty 6
Toilet brushesqty 6

Lighting

LED lanternsqty 12
Emergency lightingqty 6
Battery lanternsqty 8

Catering

Groceries

Tips

Confirm the venue, capacity, permits and insurance before selling tickets. Capacity affects the ticketing system, seating plan, security coverage and the number of glasses, plates and chairs you need.
Book the musicians, stage and audio supplier early, then confirm the technical setup in writing. Check that the speakers, subwoofers, mixing console and wireless microphones match the programme and venue layout.
Give guests useful information as soon as registrations open. Publish parking details, collect dietary requirements and include arrival times, seating information and any outdoor-weather guidance in the event updates.
Set a firm catering deadline rather than waiting until the final week. Once registrations close, send the headcount and dietary requirements to the caterer, then plan buffet tables, serving platters, plates, cutlery and drinks for the confirmed number of guests.
Prepare an event-day folder with the run sheet, contact list, ticket information and emergency details at least one day before the concert. Check the weather forecast, chill drinks and sort materials before the crew arrives, not while guests are entering.

Frequently asked questions

How far in advance should I organise a country concert?: Start at least 8 to 12 weeks ahead for a small concert, and earlier if you need popular musicians, a stage or specialist audio equipment. Use the first weeks for the date, venue, bookings, permits, insurance and ticketing before promoting the event.
When should I book the band and sound equipment for a country concert?: Book the musicians, audio supplier and stage as soon as the date and location are confirmed—ideally 8 to 12 weeks before the concert. Reconfirm the technical requirements and arrival times 7 days before the event.
How many drinks should I plan per person at a country concert?: For the first hour, allow 2 to 3 drinks per person, then about 1 drink per person per hour as a planning estimate. Add water and account for the concert length, weather and whether food is served.
When should I collect dietary requirements for the concert?: Ask for dietary requirements when guests register or buy tickets, then set a closing date 7 to 10 days before the event. Send the final numbers and requirements to the caterer immediately after that deadline.

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.