Crossover concert checklist: plan it in the right order

A crossover concert combines different performers, instruments and production needs, so the details need to be locked in early. Start with the date, programme and venue, then confirm performers and collect their technical requirements before booking sound and lighting. During the final weeks, organise registrations, catering, volunteers and travel. On the day, use the floor plan and run sheet to coordinate the stage, crew, artists and audience without last-minute gaps.

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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

Set the date and program
2 people
Reserve venue
Confirm performers
2 people
Gather technical requirements
2 people
Check permits
Check insurance
Reserve Sound System
Reserve the lighting setup
Book catering
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Create technical floor plan
2 people
Confirm artist travel
Print the run sheet
Send audience information
Create the crew schedule
Check the shopping list
2 people
Check stock and materials
2 people
Do the shopping
2 people
Prepare artist information
Chill drinks
2 people
Prepare catering
3 people

Event

Open venue
2 people
Set up the stage
4 people
Set up sound equipment
4 people
Set up lighting equipment
3 people
Connect power supply
2 people
Set up the audience area
4 people
Set up chairs
3 people
Set up tables
2 people
Hang decorations
2 people
Set up artist rooms
2 people
Set up the catering buffet
3 people
Set up cash register and reception
2 people
Set out drinks
2 people
Perform the technical sound check
4 people
Run artist soundcheck
5 people
Label microphones
2 people
Check doors and walkways
2 people
Welcome the audience
4 people
Announce the program
Support the first concert block
4 people
Serve snacks
3 people
Refill drinks
2 people
Lead the break
3 people
Artist support
2 people
Support the second concert block
4 people
Serve hot snacks
3 people
Handling audience questions
2 people
Support the third concert block
4 people
Lead the final
4 people
Guide the audience to the exit
3 people
Clear away the last drinks
2 people
Switch off equipment
3 people

Aftercare

Dismantle audio equipment
4 people
Dismantle lighting equipment
3 people
Dismantle the stage
4 people
Collect tableware
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Inventory materials
2 people
Return equipment
3 people
Store leftover stock
2 people
Hand over keys and venue
2 people
Register lost and found items
Send a thank-you message

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Chairsqty 110
High tablesqty 10
Buffet tablesqty 6
Foldable tablesqty 4
Artist benchesqty 4
Clothes racksqty 2

Equipment

Mixer
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 6
Instrument cablesqty 15
XLR cablesqty 20
Headphonesqty 2
Laptop
Spare batteriesqty 24
Cable matsqty 12
Gaffer tapeqty 6
Cable tiesqty 100
Cash box
Payment terminal
Walkie-talkiesqty 6
Notice boardsqty 3

Lighting

LED stage spotlightsqty 8
Light standsqty 4
Light controller
Extension cordsqty 12
Power stripsqty 8

Tableware

Glassesqty 120
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 12

Decorations

Backdrop cloth
Buntingqty 12
Tableclothsqty 10
Flower arrangementsqty 8
Program standsqty 4

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mop setsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Confirm the programme and performers before finalising the technical plan. Ask each act for inputs, microphones, monitor needs and stage space, then combine the answers into one equipment list.
Reserve sound and lighting as soon as the venue and programme are confirmed. A crossover concert may need a mixer, DI boxes, monitor speakers and separate instrument connections, not just two main speakers.
Finish permits, insurance and artist travel arrangements before sending the final audience information. Give yourself at least 2 weeks to resolve missing documents or changes.
Build the crew schedule around opening, soundcheck, doors, performances, catering and closing. Print the run sheet and keep spare batteries, gaffer tape, cable ties and cable mats available backstage.
Set aside the final day for stock checks, shopping, drink chilling and catering preparation. Open the venue early enough to place stage sections, chairs, tables and cable runs before artists arrive.

Frequently asked questions

How far in advance should I organise a crossover concert?: Start planning at least 8 to 12 weeks before the concert. Confirm the venue and performers first, then allow time for technical requirements, permits, insurance, travel, catering and volunteers.
When should I confirm the sound and lighting setup?: Confirm both setups as soon as the performers’ technical requirements are collected, ideally 6 weeks before the event. This leaves time to adjust the floor plan, power distribution, microphones, monitors and stage lighting.
How early should the venue open on concert day?: Allow at least 3 hours before the audience arrives for setup and checks. Stage furniture, cable mats, speakers, microphones, lighting and catering should be in place before the performers’ soundcheck.
When should I send audience information for a crossover concert?: Send the practical audience information 7 to 10 days before the concert. Include the start time, venue details, registration information and any relevant access or catering details.

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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.