Covers Concert Checklist and Planning Guide

A covers concert needs more than a confirmed band and a room. You need to lock in access times, sound requirements, permits, guest numbers and the running order early enough for suppliers and performers to work from the same plan. This checklist takes you from the first booking to loading equipment, preparing drinks and welcoming guests. Pay particular attention to power, stage layout, the band’s setlist and the time needed for sound checks.

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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 performance with the band
Confirm the venue and access times
Check sound and power requirements
2 people
Reserve sound equipment
Notify nearby residents about the noise
Check required permits
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Create visitor list
Create program and schedule
Receive the band's setlist
Coordinate stage layout with the band
2 people
Prepare sound plan
2 people
Create safety and evacuation plan
2 people
Order groceries
Check rental equipment
2 people
Make signage
Print visitor list and program
Collect sound equipment
2 people
Go shopping
2 people
Check expiry dates and quantities
2 people
Chill drinks
2 people
Prepare snacks
3 people
Load materials for transport
3 people
Open the venue and check the rooms
2 people
Check power outlets and emergency exits
2 people
Set up tables and chairs
4 people
Set up the sound system
4 people
Connect microphones and instruments
3 people
Set up lighting
2 people
Hang up decorations
3 people
Set up the drinks and snacks buffet
3 people
Check toilets and sinks
Set up signage
2 people
Run the sound check
4 people
Receive the band and show them the dressing room
2 people

Event

Staff the entrance and reception
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Lead the first concert set
2 people
Restock break buffet
2 people
Lead the second concert set
2 people
Check performance and audience area
2 people
Guide the final concert set
2 people
Settle with the band and landlord
Guide visitors safely outside
3 people

Aftercare

Store leftovers refrigerated
2 people
Tear down audio equipment
4 people
Dismantle furniture and decor
4 people
Collect and sort waste
3 people
Wash dishes and glassware
3 people
Clean the venue and toilets
3 people
Check and pack materials
3 people
Return sound equipment
2 people
Hand over keys and venue

What to bring

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

Furniture

Beer tablesqty 8
Chairsqty 80
Buffet tablesqty 3
Clothes racksqty 2

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixer
Stage monitorsqty 3
Singing microphonesqty 4
Microphone standsqty 5
DI boxesqty 3
XLR cablesqty 12
Jack cablesqty 8
Speaker cablesqty 6
Extension cordsqty 4
Power stripsqty 8
Cable traysqty 6
Gaffer tapeqty 4

Lighting

LED spotlightsqty 8
String lightsqty 6
Light standsqty 2

Tableware

Reusable drinking glassesqty 100
Wine glassesqty 40
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 4

Decorations

Tableclothsqty 8
Stage backdrop
Balloon archesqty 2
Directional signsqty 8
Program postersqty 12

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 3

Catering

Groceries

Tips

Confirm the venue’s access and loading times before booking transport or collecting the PA system. Allow at least 90 minutes before guests arrive for unloading, stage setup and a sound check.
Ask the band for its final setlist and input list at least one week before the concert. Use these details to confirm microphones, DI boxes, monitors, cables and mixer channels.
Work out power needs for speakers, subwoofers, lighting and catering equipment before event day. Keep extension cords and power strips away from public walkways, using cable trays and gaffer tape where needed.
Set a registration deadline for guest numbers and collect dietary requirements at the same time. Print the visitor list and programme after the deadline, rather than relying on last-minute updates at the door.
Chill drinks several hours before doors open and prepare snacks before the final setup rush. Count glasses, plates, cutlery and serving platters while checking the delivered food for quantities and expiry dates.

Frequently asked questions

How early should I start organising a covers concert?: Start at least 8 to 12 weeks before the concert. Confirm the band and venue first, then arrange sound equipment, permits, invitations and catering quantities.
How long before a covers concert should the band arrive?: Plan for the band and sound crew to arrive 2 to 3 hours before guests. This leaves time for unloading, stage positioning, line checks and a full sound check.
How many drinks should I plan for a covers concert?: For the first hour, plan on 2 to 3 drinks per guest, then around 1 drink per person per hour. Add non-alcoholic options and keep chilled stock accessible before doors open.
When should I confirm the covers concert setlist and stage layout?: Ask for the setlist and agree the stage layout at least 7 days before the event. Confirm changes again during the final week so the sound plan and equipment list remain accurate.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.