Funk concert checklist: from first booking to soundcheck

A funk concert needs more coordination than booking a band and opening the doors. This checklist takes you from venue and artist bookings through permits, registrations, catering, transport, technical plans and the final stage setup. Plan the production early: sound, lighting, instruments, cables and crew access all affect the schedule. On the day itself, leave time for equipment checks, a clear loading zone, chilled drinks and a printed run sheet.

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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 artists
Apply for permits
Create the sound plan
2 people
Create the lighting plan
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Reserve equipment
Arrange artist transport
Print the run sheet
Create the crew schedule
Send audience information
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Check equipment
2 people
Prepare the cash register
2 people
Pick up venue keys
Clear the loading zone
2 people
Set up the stage
4 people
Set up the sound system
3 people
Set up lighting
3 people
Connect power supply
2 people
Set up the audience area
4 people
Set up the bar
3 people
Set up tables
2 people
Set up chairs
2 people
Hang up decorations
2 people
Place Direction Signs
2 people
Set up the cloakroom
2 people
Set out snacks
3 people
Set up bar stock
2 people
Set out the crew meal
2 people
Set up the artist dressing room
2 people
Run the sound check
4 people
Test light show
2 people

Event

Welcome performers
2 people
Open ticket desk
2 people
Welcome the audience
3 people
Staff the cloakroom
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep the bar workspace clean
2 people
Check public area
2 people
Announce the first band
Lead the first concert set
3 people
Provide the break program
2 people
Announce second band
Lead the second concert set
3 people
Announce the third band
Guide the third concert set
3 people
Announce the main act
Support the headliner
4 people
Serve the last round
3 people
Guide the audience to the exit
3 people

Aftercare

Close the register
2 people
Close the bar
3 people
Tear down audio equipment
3 people
Take down lighting equipment
3 people
Tear down stage
4 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Clear away cloakroom stock
2 people
Return keys
Check out artists
2 people

What to bring

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

Furniture

Stage sectionsqty 8
Beer tablesqty 12
High tablesqty 8
Chairsqty 80
Bar stoolsqty 6
Bar blocksqty 3
Coat racksqty 4
Clothes hangersqty 180

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 6
Monitor speakersqty 4
Instrument cablesqty 16
XLR cablesqty 20
Musical instrumentsqty 6
Cable reelsqty 6
Power stripsqty 12
Cable matsqty 12
DI and stage casesqty 4

Lighting

LED spotlightsqty 12
Light standsqty 4
Light controller
Mood lightingqty 20
Work lightsqty 4

Tableware

Drinking glassesqty 220
Wine glassesqty 80
Coffee cupsqty 40
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Pitchersqty 6
Bar measuring cupsqty 4

Kitchen

Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Storage boxesqty 12
Thermos flasksqty 4

Decorations

Funk decorationqty 20
Tableclothsqty 12
Stage drapesqty 4
Directional signsqty 8
Name badgesqty 40

Cleaning

Mop setsqty 3
Bucketsqty 4
Broomsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 12
Waste binsqty 10

Safety

Barrier tapeqty 4
Cable rampsqty 8
Flashlightsqty 6
Fire extinguishersqty 3

Catering

Groceries

Tips

Book the venue and artists before building the rest of the plan. Confirm access hours, stage dimensions, power availability and the artist’s technical requirements at the same time, so the sound and lighting plans are based on real information.
Submit permit applications as soon as the venue and concert date are confirmed. Check the required lead time locally, and keep audience information ready for doors, transport, accessibility and any age or bag rules.
Create one technical inventory for the PA, subwoofers, mixing console, microphones, DI boxes, monitors, instruments and cables. Add cable reels, power strips and cable mats; missing small items are a common cause of late soundchecks.
Build the crew schedule around loading, stage setup, line check, soundcheck, doors and changeovers. Print the run sheet before show day and give separate copies to the crew, artists and front-of-house team.
Treat drinks and catering as a timed operation rather than a final shopping trip. Collect dietary requirements during registration, chill drinks before doors open, and prepare glasses, snacks and the cash register before the audience arrives.

Frequently asked questions

How far in advance should I organise a funk concert?: Start venue and artist bookings at least 8 to 12 weeks before the concert. Begin permits, technical planning and catering immediately after those bookings are confirmed, because each may require several weeks of lead time.
What should be ready before the funk concert doors open?: Finish stage, sound and lighting setup, then complete an equipment check and soundcheck before doors. Pick up the venue keys, clear the loading zone, chill drinks, prepare snacks and set up the cash register at least 60 minutes before opening.
How much sound equipment does a funk concert need?: The exact quantity depends on the room and band, but the plan should account for PA speakers, subwoofers, a mixing console, microphones, monitor speakers, DI boxes and instrument and XLR cables. Confirm the artist input list before reserving equipment, ideally 4 to 6 weeks ahead.
When should I collect dietary requirements for concert catering?: Ask for dietary requirements when guests register, then give the final count to the caterer 7 to 10 days before the concert. Keep a small buffer for late registrations and label suitable food clearly on the day.

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