Folk concert checklist

Organising a folk concert involves more than confirming the band and opening the doors. You need to lock in the venue, programme and technical setup early, then coordinate registrations, catering and musician information. In the final days, printed materials, instruments, drinks and stage equipment all need to arrive in the right order. This checklist gives you a practical sequence for planning the concert, preparing the venue and getting everything ready before the audience arrives.

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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
2 people
Confirm musicians
Compile program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Determine catering quantities
2 people
Confirm venue booking
Confirm instrument reservation
Collect technical requirements
2 people
Print the visitor list
Print the program booklets
Send musician information
Check permits
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Collect materials
2 people
Load musical instruments
2 people

Event

Open venue
2 people
Clear the loading and unloading area
2 people
Clear the stage area
2 people
Set up tables
3 people
Set out chairs
4 people
Set up the stage
4 people
Set up sound equipment
3 people
Connect microphones
2 people
Set up instruments
3 people
Hang lighting
3 people
Hang decorations
3 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Display snacks
2 people
Set up the cloakroom
2 people
Set up entrance and wayfinding signs
2 people
Perform the technical sound check
4 people
Welcome musicians
2 people
Let musicians warm up
2 people
Open the doors
3 people
Welcome visitors
3 people
Hand out program brochures
2 people
Run the cloakroom
2 people
Give the opening speech
Support the first concert block
3 people
Refill drinks
2 people
Refill snacks
2 people
Announce break
Clear away dishes
2 people
Support the second concert block
3 people
Restock the evening buffet
3 people
Support the third concert block
3 people
Refill coffee and tea
2 people
Moderate audience questions
Support the final concert block
3 people
Announce the closing
Guide visitors to the exit
3 people
Issue the cloakroom
2 people
Close the cash register and entrance
2 people

Aftercare

Switch off equipment
2 people
Pack instruments safely
3 people
Clear away drinks and food
3 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the venue
4 people
Collect lost and found items
2 people
Return materials
2 people
Return borrowed instruments
2 people
Store leftover stock
2 people
Return venue keys

What to bring

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

Furniture

Stage sectionsqty 4
Stage stepsqty 2
Stage skirtsqty 4
Chairsqty 100
Tablesqty 10
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 100
Waste binsqty 6
Foldable tablesqty 4

Tableware

Coffee cupsqty 100
Drinking glassesqty 120
Wine glassesqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving utensilsqty 12

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Stage monitorsqty 2
Dynamic microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
XLR cablesqty 8
Instrument cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 10
Music standsqty 6

Lighting

LED stage lightsqty 6
Atmosphere lightsqty 10
String lightsqty 6
Battery lampsqty 8
Spare batteriesqty 24

Decorations

Stage backdrop
Folk concert bannerqty 2
Tableclothsqty 10
Flower arrangementsqty 6
Pennant stringsqty 6
Chalkboardsqty 4
Chair coversqty 20
Cable tiesqty 50

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Serving traysqty 8

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the venue, concert date and musicians before publishing invitations. Then allow enough time to process registrations and collect dietary requirements before ordering catering.
Ask each musician for technical requirements well before the concert. Confirm microphones, DI boxes, monitors, cables and power needs instead of discovering missing equipment during setup.
Print the visitor list and programme booklets before the final setup day. Keep a small buffer for late registrations, corrections and extra copies at the entrance.
Plan the loading area and stage layout before the instruments arrive. Clear access for unloading, assemble the stage sections and steps, and keep cable routes away from audience walkways.
Do the shopping only after you have calculated catering quantities. Chill drinks in time, prepare snacks before doors open and place glasses, plates and serving utensils where volunteers can find them quickly.

Frequently asked questions

How far in advance should I organise a folk concert?: Start at least 8 to 12 weeks ahead for a small concert. Confirm the venue, musicians and programme first, then send invitations early enough to process registrations and plan catering quantities.
How many drinks should I plan for a folk concert?: For the first hour, plan on two to three drinks per person, then about one drink per person per additional hour. Add water and allow extra time for the bar to serve guests before and after the performance.
When should I confirm the sound equipment for a folk concert?: Collect the musicians’ technical requirements at least 3 to 4 weeks before the concert. Confirm the mixer, speakers, monitors, microphones, DI boxes, cables and extension leads no later than 1 week before setup.
What should I do on the day of a folk concert?: Open the venue, clear the loading and stage areas, unload the instruments and set up the stage and tables first. Complete the room setup before placing printed programmes, chilled drinks and snacks, and leave at least 60 minutes for sound checks and last-minute fixes.

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.