Electronic Music Concert Checklist

Use this checklist to plan an electronic music concert from the first booking to the final load-out. The order matters: confirm the date and performers before opening ticket sales, then lock in permits, technical production, security and catering. On event day, allow time for the loading zone, stage, sound system and lighting to be checked before doors open. Keep the run sheet, technical rider and first aid plan accessible to the whole crew.

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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
Book performers
2 people
Reserve venue
Apply for permits
Check the sound plan
2 people
Create lighting plan
2 people
Create a security plan
2 people
Record first aid plan
2 people
Send invitations
2 people
Open online ticket sales
Process registrations
2 people
Collect dietary requirements
Order catering
2 people
Send artist information
Check the technical rider
2 people
Arrange transport for performers
Create the crew schedule
2 people
Print the run sheet
Check the weather forecast
Do the shopping
3 people
Collect equipment
3 people
Open venue
2 people
Mark off the loading zone
2 people
Build stage sections
4 people
Set up the sound system
4 people
Set up lighting
3 people
Set up the DJ booth
2 people
Connect power distribution
3 people
Securely finish cables
2 people
Set up tables and chairs
3 people
Set up the bar
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the entrance
2 people
Lay out wristbands and tickets
2 people
Hang up decorations
2 people
Check toilets
Set up first aid table
Welcome performers
2 people
Run the sound check
4 people
Give crew briefing
2 people

Event

Open the doors
4 people
Check tickets
3 people
Welcome visitors
3 people
Guide the afternoon program
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Check bar stock
Operate the light show
2 people
Run the music program
2 people
Coordinate stage changes
3 people
Check public area
2 people
Empty trash bins
2 people
Clean toilets in between
2 people
Artist support
Announce the final act
Guide the exit flow
4 people
End music smoothly
2 people

Aftercare

Close the bar
3 people
Secure cash and card terminal
2 people
Switch off equipment
3 people
Dismantle audio equipment
4 people
Dismantle lighting equipment
3 people
Dismantle the stage
4 people
Clear away furniture
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Thoroughly clean the toilets
2 people
Remove decorations
2 people
Check borrowed items
2 people
Return equipment
3 people
Hand over the venue
2 people

What to bring

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

Furniture

High tablesqty 12
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Bar blocksqty 3
Stage sectionsqty 12

Equipment

DJ mixersqty 2
Media playersqty 2
DJ headphonesqty 3
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 2
Mixing console
Microphonesqty 4
DI boxesqty 2
XLR cablesqty 12
Jack cablesqty 8
Headphone extension cablesqty 3

Lighting

LED spotlightsqty 12
LED barsqty 6
Strobesqty 2
Light standsqty 4
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 20

Kitchen

Coolersqty 6
Ice containersqty 4
Bottle openersqty 4
Scissorsqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Small bowlsqty 20

Decorations

LED string lightsqty 8
Announcement signsqty 6
Stage posterqty 2

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20

Catering

Groceries

Tips

Confirm the venue, performers and programme before opening online ticket sales. This gives you a fixed basis for capacity, timings, technical requirements and audience communication.
Request and review every performer’s technical rider several weeks before the concert. Check DJ mixers, media players, monitoring, DI boxes, microphones and cable types against the sound plan before equipment is collected.
Build the power and cable plan before setup starts. Count extension cords, power strips and cable trays for the lighting and sound positions, and keep cables away from audience walkways.
Schedule a separate soundcheck and lighting check before doors open. Test the main speakers, subwoofers, monitor speakers, LED fixtures and strobes with the actual stage layout rather than relying on a desk check.
Send the crew the run sheet and artist information before event day, then print a copy for the venue. Include arrival times, transport details, changeovers, catering and the person responsible for each technical handover.

Frequently asked questions

How far in advance should I book performers for an electronic music concert?: Book performers as soon as the date and budget are realistic, preferably several months before the concert. Send the confirmed programme and technical rider to the venue and production team immediately after booking.
When should I apply for permits for an electronic music concert?: Start the permit process as soon as the venue and date are fixed. Check the authority’s deadline first, then submit the application early enough to resolve questions about sound, capacity, opening hours and security before ticket sales begin.
How early should the sound system be set up before the concert?: Allow at least several hours for loading, stage assembly, cabling, system setup and testing. Add separate time for a full soundcheck with the performers and keep a buffer before doors open for faults or last-minute changes.
How many drinks should I plan per guest at an electronic music concert?: For the first hour, plan on two to three drinks per person, then about one drink per person per hour as a working estimate. Adjust the order to the event length, ticketed capacity and whether water and food are served.

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.