Folk Concert Planning Checklist

A folk concert needs more than confirmed performers and a room. You also have to line up permits, copyright registration, ticketing, catering, security and a workable technical plan. Start with the date, programme and venue, then move through promotion and registrations before finalising the stage, power and seating layout. This checklist keeps the planning order clear and helps you catch details that are often left until the last week, such as dietary requirements, parking information, wristbands and artist arrival instructions.

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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
Confirm performers
Reserve the venue and hall
Check permits
Register copyrights
Request technical requirements
Book catering
Reserve security
Reserve photographer
Design invitations
2 people
Send invitations
2 people
Open online ticket page
Distribute promotional poster
2 people
Post social media announcement
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Print the run sheet
Send artist information
Share route and parking information
Create the technical and power plan
2 people
Work out the stage layout
2 people
Check the purchase list
2 people
Order groceries
Prepare tickets and wristbands
2 people
Check the weather forecast
Pick up groceries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Pick up venue keys

Event

Open hall
2 people
Receive deliveries
2 people
Set up the stage
4 people
Connect the sound system
3 people
Set up lighting
2 people
Test power connections
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the catering buffet
3 people
Set up the bar
3 people
Hang up decorations
3 people
Put up directional signs
2 people
Check toilets
2 people
Set up the artist dressing room
2 people
Run the sound check
4 people
Set up instruments
3 people
Welcome performers
2 people
Open the cash desk and entrance
3 people
Welcome visitors
4 people
Announce the program
Serve coffee and tea
3 people
Lead the first concert set
3 people
Serve snacks
3 people
Refill drinks
2 people
Announce break
Lead the second concert set
3 people
Restock the buffet
2 people
Announce the evening concert
Assist the evening concert
3 people
Moderate audience questions
Deliver farewell speech
Guide the exit
3 people
Close the register
2 people
Switch off equipment
2 people
Pack instruments
3 people
Close the bar
2 people

Aftercare

Clear away chairs and tables
4 people
Remove decorations
2 people
Dismantle audio equipment
3 people
Dismantle lighting equipment
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
3 people
Clean the restrooms
2 people
Count inventory
Gather borrowed materials
2 people
Return equipment
2 people
Hand over the venue
2 people
Sort lost property
Pay performers
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 8
Stage stepsqty 2
Chairsqty 120
Tablesqty 12
Bar stoolsqty 6
Clothes racksqty 2
Dressing room tablesqty 3
Entrance desk
Bar counter
Waste tableqty 2

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Guitar cablesqty 8
XLR cablesqty 12
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 12
Guitar amplifiersqty 2
Keyboard standsqty 2
Music standsqty 4
Cash boxesqty 2
Card machinesqty 2
Ticket scannersqty 2
Walkie-talkiesqty 6
Power banksqty 4
Tool casesqty 2
Flashlightsqty 4
Batteriesqty 24

Lighting

Stage spotlightsqty 6
Light standsqty 2
Atmosphere lightsqty 8
String lightsqty 6

Tableware

Reusable glassesqty 150
Coffee cupsqty 80
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving spoonsqty 8
Carafesqty 12
Serving traysqty 8
Corkscrewsqty 3
Bottle openersqty 4
Measuring cupsqty 2
Ice spoonsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Coolersqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Storage binsqty 12
Aluminum foilqty 2
Cling filmqty 2
Coolersqty 4
Thermos flasksqty 6
Food warmersqty 4
Serving tongsqty 8
Cutting boardsqty 4

Decorations

Stage backdrop
Tableclothsqty 12
Menu standsqty 8
Program boardsqty 4
Directional signsqty 10
Name badgesqty 30
Entrance sign
Menu boardsqty 4
Table numbersqty 12
Flagsqty 10
Cable tiesqty 100
Gaffer tapeqty 6
Ropeqty 2

Catering

Groceries

Cleaning

Dustpan and brushqty 3
Broomqty 3
Mopqty 3
Bucketsqty 4
Trash binsqty 8
Cleaning glovesqty 8
Waste binsqty 4

Tips

Confirm the venue’s technical limits before booking equipment. Ask where power is available, how many separate circuits you can use, and whether the hall already has a mixing console, speakers, microphones or stage monitors.
Send performers one information pack at least 7 days before the concert. Include the timetable, soundcheck slot, route, parking instructions, load-in details and the contact number for the event day.
Close registrations early enough to plan the room. Set a deadline 3 to 5 days before the concert for dietary requirements, volunteer availability and final attendance numbers.
Print the run sheet, tickets and wristbands at least 1 day ahead. Keep a separate copy of the schedule at the entrance, backstage and at the technical desk so changes do not depend on one phone.
Build the stage and cable plan before delivery day. Mark positions for stage sections, steps, microphones, guitar amplifiers, keyboard stands, monitor speakers, cable trays and extension cords, then keep walkways clear.

Frequently asked questions

How far in advance should I organise a folk concert?: Start at least 8 to 12 weeks before the concert. Confirm the date, performers, venue and permits first; promotion, ticket sales and technical planning can then run in parallel.
When should I send folk concert invitations?: Send the first invitations 4 to 6 weeks before the event, with the online ticket page already open. Send a practical reminder 5 to 7 days before the concert with the programme, route, parking and arrival time.
How many volunteers do I need for a folk concert?: For a small concert, plan for at least 4 volunteers: two for entrance and tickets, one for artist or backstage support, and one floating helper. Add one more person for roughly every 75 to 100 guests if the venue has separate entrances, seating areas or a busy bar.
When should I finish the technical and power plan?: Finish the first technical and power plan at least 2 weeks before the concert and confirm it with the performers or sound technician 7 days before. Recheck cable lengths, power strips, extension cords, microphones, DI boxes and lighting before setup begins.

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.