Drive-In Concert Checklist

A drive-in concert needs more than a stage and a parking field. You must coordinate artists, FM transmitters, sound, projection, traffic flow, toilets, catering and vehicle access around one timetable. Confirm permits, insurance and suppliers before invitations go out, then turn registrations into parking passes and a workable site plan. This checklist covers the full sequence, including the small event-day details that are easy to leave until the last minute.

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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 location and date
Check permits and notifications
Book performers
2 people
Align technical requirements with artists
2 people
Check insurance policies
Book security and traffic marshals
Book catering
Reserve toilets
Reserve tech and screen
Create a site map
2 people
Determine parking spaces and walkways
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Make parking passes and wristbands
2 people
Print the run sheet and contact list
Check the weather forecast
Confirm deliveries and arrival times
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare catering and dietary meals
4 people
Inspect the grounds
3 people
Set up traffic signs
3 people
Mark off parking spaces
4 people
Set up the stage
6 people
Set up the sound system
4 people
Set up projection screen
4 people
Install lighting
3 people
Connect power supply
3 people
Cover cables safely
3 people
Set up catering stations
4 people
Set up tables and chairs
4 people
Set up and stock toilets
2 people
Place waste stations
2 people
Hang up decorations
3 people
Set up the artist dressing room
2 people
Perform the technical sound check
5 people
Carry out a light and image test
3 people
Hold a staff briefing
6 people

Event

Welcome visitors
6 people
Mark parking spaces
8 people
Check parking passes
4 people
Share the program and safety rules
3 people
Serve coffee and tea
3 people
Serve snacks
4 people
Refill drinks
3 people
Replenish catering supplies
2 people
Check toilets
2 people
Check the site and traffic flow
3 people
Start the opening act
3 people
Start the main concert
4 people
Provide break catering
4 people
Handle audience questions and reports
2 people
Explain the closing announcement and departure
2 people
Guide departing traffic
8 people
Serve the final drinks
2 people

Aftercare

Collect lost items
3 people
Clean up catering
4 people
Collect and sort waste
5 people
Switch off equipment
3 people
Take down the sound system
4 people
Dismantle lighting
3 people
Take down the stage and screen
6 people
Clear tables and chairs
4 people
Clean the grounds
5 people
Have toilets collected
Check and clean materials
3 people
Return borrowed materials
2 people
Dispose of waste
2 people
Hand over the venue
2 people

What to bring

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

Furniture

High tablesqty 8
Foldable tablesqty 12
Folding chairsqty 40
Beer tablesqty 10
Party tentsqty 4
Dressing room furniture

Equipment

Stage
Sound mixing console
Stage speakersqty 4
Subwoofersqty 2
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Projection screen
Projector
FM transmittersqty 2
FM receiversqty 4
Laptop
Spare cable setsqty 2
Cable reelsqty 8
Extension cordsqty 12
Cable traysqty 20
Power stripsqty 10

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Flashlightsqty 10
Spare batteriesqty 24

Safety

Fire extinguishersqty 4
First aid kitsqty 2
Crowd control barriersqty 30
Traffic conesqty 40
Traffic signsqty 12
Reflective vestsqty 15
Marker tapeqty 10

Decorations

Stage drapesqty 4
Flagsqty 20
Bannersqty 6
Bannersqty 8

Catering

Coolersqty 8
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 3
Groceries

Tableware

Reusable cupsqty 300
Reusable wine glassesqty 80
Platesqty 200
Cutlery setsqty 200
Serving traysqty 12
Pitchersqty 8

Cleaning

Waste binsqty 20
Waste binsqty 6
Litter pickersqty 6
Bucketsqty 6
Broom setsqty 6
Mopsqty 4
Cleaning cratesqty 4

Tips

Confirm the technical requirements with every performer before booking the sound system. A drive-in setup may need microphones, DI boxes, monitor speakers, spare cables and FM transmitters as well as the main speakers and mixing console.
Build the site plan around vehicle movement, not just the audience view. Mark parking spaces, walking routes, emergency access and toilet locations before printing parking passes or putting up traffic signs.
Treat deliveries as timed arrivals, not general bookings. Confirm when the stage, screen, projector, lighting, catering and toilets arrive, and print the delivery contacts with the run sheet.
Test the audience audio and screen from several parking rows before guests arrive. Check FM receivers or the transmission signal, projector visibility, cable routes and backup cable sets while there is still time to fix problems.
Prepare for a late weather change and a dark site. Check the forecast on the event day, secure party tents and lighting, and keep torches, spare batteries, cable trays, extension cords and fire extinguishers accessible rather than packed away.

Frequently asked questions

How far in advance should I plan a drive-in concert?: Start the main planning at least 8 to 12 weeks before the concert. Confirm the location, date, permits, insurance, performers, technical suppliers, security, toilets and catering before sending invitations.
How many parking spaces do I need for a drive-in concert?: Base the number on your confirmed registrations, then reserve additional space for walkways, accessible parking, staff, performers, suppliers and emergency access. Finalise the layout at least 1 to 2 weeks before the event so passes, signs and marshals match the site.
When should I test the FM transmitters and projector?: Run a complete technical test on the event day before doors open, allowing at least 2 hours for setup and troubleshooting. Test the FM signal from the front, middle and rear parking rows, and check the projected image after the site lighting is installed.
What should I prepare for drive-in concert guests?: Prepare parking passes or wristbands, clear traffic signs, toilets, catering and dietary meals, and a contact-ready event schedule. Finish the guest-flow setup at least 60 minutes before arrival so marshals can focus on directing vehicles instead of solving last-minute logistics.

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.