Electronic concert checklist: what to arrange and when

An electronic concert depends on tight coordination between artists, technical suppliers, venue access, and audience operations. Start by confirming the date and location, then secure permits, performers, equipment, security, and catering before you publish the event. In the final week, process registrations, confirm dietary requirements, update the visitor list, and print the run sheet. On the day, allow time for stage, sound, lighting, drinks, access, and safety checks rather than treating setup as a last-minute job.

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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
Check permits
Book performers
2 people
Collect the technical rider
Reserve equipment
Reserve security
Book catering
Order first aid supplies
Set entrance fee
2 people
Publish event page
Send invitations
2 people
Post promotion online
Process registrations
Collect dietary requirements
Update visitor list
Share performer information
Print the run sheet
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Check the venue
2 people
Arrange keys and access
Set up the stage
4 people
Set up the sound system
4 people
Set up lighting
3 people
Connect power distribution
2 people
Tape down cables securely
2 people
Set up the bar and buffet tables
3 people
Set up tables and chairs
3 people
Set up the registration desk
2 people
Lay out wristbands
Hang up decorations
2 people
Check toilets
Prepare first aid supplies
Prepare snacks
3 people
Set up bar stock
2 people
Set up the artist reception
Perform sound check
4 people
Test light show
2 people
Give the staff briefing
4 people

Event

Open the entrance
3 people
Welcome visitors
3 people
Hand out wristbands
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Keep the bar workspace clean
2 people
Monitor the stage and audience
2 people
Check the sound level
Assist performers
Coordinate DJ handovers
2 people
Operate lighting
Empty trash bins
2 people
Clean toilets in between
Check stock
Announce the final round
See visitors out
3 people
Close the bar
3 people

Aftercare

Switch off equipment
2 people
Chill food leftovers
2 people
Collect waste
3 people
Put furniture back
3 people
Clean the venue
4 people
Thoroughly clean the sanitary facilities
2 people
Dismantle audio equipment
4 people
Dismantle lighting equipment
3 people
Dismantle the stage
4 people
Inventory materials
2 people
Return equipment
2 people
Store leftover stock
2 people
Return keys
Collect lost and found items

What to bring

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

Furniture

Stage sectionsqty 8
Bar matsqty 2
High tablesqty 12
Foldable tablesqty 6
Folding chairsqty 30
Coat racksqty 2
Waste binsqty 8

Equipment

PA speakersqty 2
Subwoofersqty 2
DJ mixer
DJ controllersqty 2
CDJ playersqty 2
Stage box
Microphonesqty 3
Microphone standsqty 3
Monitor speakersqty 2
DI boxesqty 4
Laptop standsqty 2
Spare headphonesqty 2
Cable reelsqty 6
Power stripsqty 10
Extension cordsqty 12
Cable traysqty 10
Gaffer tapeqty 8
Cable tiesqty 100
Spare batteriesqty 24

Lighting

LED spotlightsqty 8
Moving headsqty 4
Strobe light
Light standsqty 2
Light controller
Mood lightingqty 12

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 50
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100
Serving traysqty 10

Kitchen

Coolersqty 6
Ice containersqty 4
Drink dispensersqty 3
Thermos flasksqty 4
Cutting boardsqty 4
Cook's coatqty 2
Serving tongsqty 8
Small bowlsqty 20

Decorations

LED string lightsqty 6
Announcement postersqty 10
Directional signsqty 8
Tablecloth setsqty 12
Wristbandsqty 220
Cloakroom ticketsqty 200

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Work glovesqty 12

Catering

Groceries

Tips

Collect each performer’s technical rider before reserving equipment. Check whether the requirements include PA speakers, subwoofers, DJ mixers, CDJ players, monitors, DI boxes, microphones, or spare headphones.
Plan venue access around the full setup sequence. Arrange keys and access first, then check the venue before bringing in stage sections, cable reels, power strips, extension cords, cable trays, and lighting stands.
Leave enough time for a proper sound and lighting setup. The system may include a stage box, monitor speakers, LED spotlights, moving heads, a strobe light, a light controller, and mood lighting, so do not schedule the first performance immediately after load-in.
Prepare audience operations before doors open. Reserve security, order first aid supplies, place waste bins and coat racks, and make sure the visitor list and entrance fee information match the published event page.
Treat drinks and catering as a separate deadline. Collect dietary requirements during registration, check the shopping list before buying, and chill drinks early enough that they are ready when guests arrive.

Frequently asked questions

How far in advance should I book performers for an electronic concert?: Aim to confirm performers at least 8 to 12 weeks before the concert. This gives you time to collect technical riders, reserve compatible equipment, publish the event page, and promote the date.
When should I check permits for an electronic concert?: Check permit requirements as soon as the date and location are being considered, ideally 10 to 12 weeks before the event. Processing times vary, and you should not publish final event details until the required permissions are clear.
How long does electronic concert setup take?: Reserve at least 4 to 6 hours for venue checks, stage assembly, sound setup, lighting, cable routing, and testing. Add extra time if the setup includes subwoofers, moving heads, strobes, or several DJ sources.
When should I send invitations and publish the event page?: Publish the event page and start promotion once the date, location, performers, entrance fee, and key technical details are confirmed. Send invitations several weeks before the concert, then process registrations and update the visitor list during the final week.

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.