Game concert checklist: what to arrange and when

A game concert combines a live stage performance with consoles, screens, controllers and an audience that needs clear guidance. Start with the date, venue capacity and game schedule, then confirm artists, technicians, contracts and technical requirements. Ticketing, dietary information and catering need deadlines before the event, while equipment checks and signage happen closer to show day. This checklist covers the full preparation sequence, including details that are easy to leave until the last minute.

Organize this event for free with Lizzt

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
Set the schedule and game times
3 people
Confirm artists and technicians
2 people
Check permits and notifications
Check insurance and contracts
Determine audience capacity
2 people
Set ticket price and sales channel
2 people
Send invitations
2 people
Publish promotion
2 people
Process registrations
2 people
Collect dietary requirements
Collect artist information
Gather technical requirements
2 people
Book catering
Reserve equipment
2 people
Book security and traffic controllers
Create venue map
2 people
Develop audience routing
2 people
Print the run sheet
Prepare name badges
2 people
Check tickets and guest list
2 people
Gather music files
2 people
Collect image content
2 people
Prepare presentation texts
2 people
Print Signage
Check stock and groceries
2 people
Do the shopping
3 people
Collect equipment
3 people

Event

Open venue
2 people
Cordon off the loading and unloading area
2 people
Set up stage sections
4 people
Set up audience seating
4 people
Set up tables for reception
2 people
Connect the sound system
3 people
Connect microphones
2 people
Set up projectors and screens
3 people
Connect game consoles
3 people
Hang the lighting rig
3 people
Securely finish cables
3 people
Hang up decorations
3 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set up artist room
2 people
Perform the technical sound check
4 people
Test slide presentations
3 people
Test light scenes
2 people
Check emergency exits
2 people
Hold crew briefing
6 people
Set up the entrance desk
2 people
Welcome the audience
4 people
Check tickets
3 people
Distribute program
2 people
Deliver the opening presentation
2 people
Support the first concert block
4 people
Serve break catering
4 people
Refill drinks
2 people
Support the second concert block
4 people
Operate the game visuals
2 people
Moderate audience questions
2 people
Serve evening catering
4 people
Support the third concert block
4 people
Announce the final act
2 people
Guide the closing act
4 people
Guide the audience to the exit
4 people
Collect lost property

Aftercare

Switch off equipment
3 people
Store catering securely
2 people
Dismantle chairs and tables
4 people
Dismantle stage and technical equipment
4 people
Remove decorations
3 people
Sort waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Return equipment
3 people
Store leftover stock
2 people
Register lost and found items
Hand over the venue
2 people
Send thank-you message
Archive photo and video materials

What to bring

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

Furniture

Stage sectionsqty 12
Audience chairsqty 180
High tablesqty 12
Foldable tablesqty 8
Bar stoolsqty 16
Coat racksqty 3
Bollardsqty 12

Tableware

Reusable drinking glassesqty 240
Coffee cupsqty 80
Coffee spoonsqty 80
Platesqty 220
Forksqty 220
Knivesqty 220
Spoonsqty 100
Serving plattersqty 20
Serving tongsqty 12

Equipment

Music mixing console
Active speakersqty 4
Subwoofersqty 2
Stage monitorsqty 3
Wireless microphonesqty 4
Microphone standsqty 5
DI boxesqty 4
Laptop for video controlqty 2
Game consolesqty 4
Game controllersqty 12
HDMI splittersqty 4
HDMI cablesqty 12
USB sticksqty 6
Extension cordsqty 16
Power stripsqty 12
Cable traysqty 20
Gaffer tapeqty 12
Cable tiesqty 200
Laptop tablesqty 4
Projectorsqty 3
Projection screensqty 3

Lighting

LED spotlightsqty 12
Light standsqty 4
Mood lightingqty 16
Battery lampsqty 12

Decorations

Game postersqty 20
Pixel decorationqty 30
Announcement signsqty 10
Directional signsqty 12

Catering

Coolersqty 6
Thermos flasksqty 8
Drink dispensersqty 4
Buffet warmersqty 4
Serving plattersqty 16
Water jugsqty 12
Bottle openersqty 4
Ice packsqty 24
Groceries

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 24
Toilet brushesqty 4
Waste binsqty 12
Waste sorting binsqty 6

Safety

First aid kitsqty 2
Flashlightsqty 6
Safety vestsqty 12
Fire extinguishersqty 4
Work glovesqty 12

Registration

Ticket control devicesqty 3
Name badgesqty 220
Pensqty 30
Clipboardsqty 6
Cash boxqty 2

Tips

Set the game schedule before publishing tickets. Include changeover time between games, sound checks and at least one short buffer so a technical delay does not shift the entire concert.
Confirm the venue’s audience capacity before setting ticket sales. Use the final number to plan chairs, high tables, coat racks, audience routing and the number of people checking tickets at the entrance.
Collect technical requirements from every artist and technician in writing at least 4 weeks before the concert. Confirm console models, controllers, HDMI connections, DI boxes, microphones and stage-monitor needs before reserving equipment.
Print the run sheet, guest list, name badges and venue signage no later than the day before setup. Keep a digital copy of the schedule and presentation texts on two separate USB sticks.
Plan catering from the registration data, not from the ticket count alone. Close dietary-requirement collection at least 7 days before the concert and reserve serving platters, tongs, plates, cutlery, cups and reusable glasses at the same time.

Frequently asked questions

How far in advance should I organise a game concert?: Start the main planning at least 3 to 6 months before the concert. Confirm the date, venue, artists, technicians, contracts, permits, insurance and audience capacity first; ticket sales and promotion can follow once those basics are fixed.
What technical equipment does a game concert need?: Allow time to confirm a mixing console, active speakers, subwoofers, stage monitors, wireless microphones, microphone stands, DI boxes, consoles, controllers, HDMI splitters, HDMI cables and a video-control laptop. Complete a full signal and game test at least 1 day before doors open.
When should tickets and invitations be arranged?: Set the ticket price and sales channel before sending invitations or publishing promotion. Close registrations far enough ahead to process the guest list and dietary requirements, with a practical deadline of 7 days before the event.
How long before the concert should the venue layout be finished?: Finish the venue map and audience-routing plan at least 2 weeks before the concert, then verify it during the setup. This gives you time to position stage sections, chairs, tables, coat racks and bollards without blocking entrances or technical access.

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.