Folk concert checklist: what to arrange and when

A folk concert needs more than performers and a stage. You need to secure the venue, confirm technical requirements, manage artist information, and give catering and promotion enough lead time. This checklist takes you from budget and bookings through registrations, the final run sheet and opening the venue. It also helps you catch practical details that are often left until the last day, such as chilled drinks, printed programmes, cable access and a clear volunteer rota.

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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

Reserve venue
Book performers
Compile the music program
2 people
Set the budget
Check permits
Check insurance
Reserve sound system
Book catering
Write promotional copy
Send invitations
2 people
Publish the online event
Distribute posters
3 people
Process registrations
Collect dietary requirements
Collect artist information
Check technical requirements
2 people
Create the final run sheet
2 people
Assign volunteers
Print the program
2 people
Check artist contracts
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Open venue
2 people
Receive deliveries
2 people
Check the hall and entrance
2 people
Set up tables and chairs
4 people
Clear the stage area
3 people
Set up sound equipment
3 people
Connect microphones
2 people
Set up instruments
3 people
Perform sound check
4 people
Hang up decorations
2 people
Set up bar and buffet
3 people
Lay out the programs
2 people

Event

Welcome performers
2 people
Staff the entrance
2 people
Manage the cloakroom
2 people
Welcome visitors
2 people
Serve coffee and tea
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill buffet
2 people
Announce performances
Assist performers
Operate technical equipment during performances
2 people
Check public area
2 people
Wrap up the final performance
2 people
See off the artists
2 people
Guide the audience to the exit
2 people

Aftercare

Disconnect equipment
3 people
Put furniture back
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
4 people
Clean the restrooms
2 people
Return sound equipment
2 people
Store leftover stock
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 110
Tablesqty 10
Foldable tablesqty 4
Coat racksqty 2
Clothes hangersqty 120

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving spoonsqty 8

Equipment

Speakersqty 2
Mixing console
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
DI boxesqty 3
XLR cablesqty 8
Instrument cablesqty 6
Cable reelsqty 4
Power stripsqty 8
Gaffer tapeqty 4

Lighting

LED work lightsqty 6
Extension cordsqty 6

Decorations

Stage backdropsqty 2
Buntingqty 8
Tableclothsqty 10
Menu standsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Scissorsqty 4
Boxes for leftoversqty 12

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Vacuum cleaner
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the venue, performers and budget before publishing the event. Allow at least 6–8 weeks for promotion, registrations and artist coordination if the concert is not a private gathering.
Ask each performer for technical requirements and artist information early, then compare them with the sound system, microphones, stands, DI boxes, cables and power available at the venue. Recheck the setup at least 7 days before the concert.
Close registrations with enough time to collect dietary requirements and confirm catering quantities. A 3–5 day deadline gives you time to pass the final numbers to the caterer rather than guessing on the day.
Create the final run sheet at least 48 hours before doors open. Include soundcheck, performer arrival, delivery times, volunteer positions, food service and the moment the venue opens.
Do the shopping and chill drinks before event day whenever storage allows. On the day, check chairs, tables, coat racks, reusable glasses, coffee equipment, lighting and cable safety before guests arrive.

Frequently asked questions

How far in advance should I organise a folk concert?: Start at least 6–8 weeks ahead for a small concert, and earlier if performers, permits or insurance need formal approval. Book the venue and artists first, then allow time for promotion, registrations and catering.
When should I book the sound system for a folk concert?: Reserve it as soon as the performers and venue are confirmed, ideally 4–6 weeks before the concert. Finalise microphones, DI boxes, cables, speaker positions and power requirements at least 7 days before the event.
When should I collect dietary requirements from guests?: Collect them during registration and set a clear deadline 3–5 days before the concert. Send the final numbers and dietary information to catering immediately after registrations close.
What should I check on the day of a folk concert?: Open the venue early enough for deliveries, soundcheck and room setup, usually 3–4 hours before doors open. Check the run sheet, chairs, tables, drinks, coffee supplies, lighting, cables, programmes and volunteer assignments before guests arrive.

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.