How to organise a benefit concert from start to finish

A benefit concert needs two plans running together: a reliable live programme and a clear route for raising money. Start by confirming the date, venue and charity goal, then book performers and check permits, insurance and technical requirements before promoting the event. Once the programme and admission or donation process are fixed, you can organise volunteers, guest information, catering details and the venue setup. The final week is for testing sound, sharing the running order and confirming every handover.

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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

1
Confirm date and location
2 people
2
Set the charity goal
2 people
3
Contact performers
2 people
4
Record performances and times
2 people
5
Check permits
6
Check insurance
7
Make reservations
8
Reserve sound system
9
Reserve stage and lighting
10
Choose donation payment method
2 people
11
Create an online donation page
12
Set the admission price
2 people
13
Design promotional materials
14
Send invitations
2 people
15
Publish concert online
16
Distribute posters
3 people
17
Process registrations
18
Collect dietary requirements
19
Recruit volunteers
2 people
20
Assign volunteers
21
Share the run-of-show
22
Collect artist details
23
Gather technical requirements
2 people
24
Print the program
25
Communicate route and parking
26
Make donation signs
2 people
27
Prepare name badges
28
Check stock
2 people
29
Do the shopping
3 people
30
Chill drinks
2 people
31
Prepare snacks
4 people
32
Set up the register and change
2 people
33
Load the tech
3 people

Event

34
Open venue
2 people
35
Set up the stage
4 people
36
Set up sound equipment
3 people
37
Set up lighting equipment
2 people
38
Check power outlets
2 people
39
Set up tables and chairs
4 people
40
Set up the registration desk
2 people
41
Set up the donation point
2 people
42
Set up the bar
3 people
43
Present snacks
3 people
44
Hang decorations
3 people
45
Put up directional signs
2 people
46
Welcome performers
2 people
47
Set up artist room
2 people
48
Run the sound check
4 people
49
Brief volunteers
2 people
50
Open the entrance
3 people
51
Welcome visitors
3 people
52
Distribute program
2 people
53
Serve drinks
3 people
54
Serve snacks
3 people
55
Register donations
2 people
56
Announce performances
57
Refill drinks
2 people
58
Empty trash bins
2 people
59
Check toilets
60
Supervise breaks
2 people
61
Provide catering for performers
2 people
62
Announce the final donation
63
See visitors out
3 people
64
Close the register
2 people

Aftercare

65
Tear down audio equipment
3 people
66
Take down lighting equipment
2 people
67
Tear down stage
4 people
68
Clear away furniture
4 people
69
Wash dishes
3 people
70
Clean the venue
4 people
71
Dispose of waste
2 people
72
Check materials
2 people
73
Return borrowed items
2 people
74
Return rental items
2 people
75
Transfer the donation amount
2 people
76
Thank visitors
2 people
77
Thank the performers
78
Publish photos and proceeds

What to bring

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

Furniture

Stage sections
Stage steps
Tablesqty 10
Chairsqty 150
High tablesqty 8
Coat racksqty 2
Clothes hangersqty 100

Tableware

Reusable platesqty 180
Reusable bowlsqty 100
Reusable glassesqty 250
Coffee cupsqty 100
Tea glassesqty 80
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving spoonsqty 12
Serving boardsqty 12

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 2
Audio cablesqty 20
XLR cablesqty 16
Instrument cablesqty 10
Extension cordsqty 12
Power stripsqty 10
Cable matsqty 12
Laptop for music

Lighting

LED stage connectionsqty 4
LED spotlightsqty 8
String lightsqty 6
Battery lanternsqty 8

Decorations

Decorative clothsqty 6
Balloonsqty 100
Balloon ribbonqty 2
Flower arrangementsqty 6
Tableclothsqty 12
Donation signsqty 4
Wayfinding signsqty 8
Program leafletsqty 180
Name badgesqty 40

Kitchen

Coolersqty 4
Ice cube traysqty 6
Thermos flasksqty 8
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Knivesqty 6
Pliersqty 8
Small bowlsqty 20
Coolersqty 3

Cleaning

Waste binsqty 12
Dustpan and brushqty 3
Broomqty 3
Mop setsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Trash bagsqty 80

Other

Cash register
Cash boxqty 2
Payment terminal
Entrance wristbandsqty 180
Pensqty 20
Clipboard foldersqty 6
Tapeqty 6
Cable tiesqty 200
Scissorsqty 6
Gaffer tapeqty 6
Umbrellasqty 4
First aid kit

Catering

Groceries

Tips

Set the fundraising target before choosing admission and donation options. Use one clear online donation page and decide who will monitor payments and answer donor questions during the concert.
Collect each performer’s arrival time, set length, technical needs and contact details in one document. Confirm these details before reserving the PA speakers, microphones, monitors, DI boxes and cables.
Treat permits, insurance and venue reservations as early dependencies. Check them before publishing the concert, because changing the date or format after invitations go out creates avoidable work.
Give volunteers specific shifts rather than a general request for help. Cover registration, donations, performer support, room changes, the cloakroom and audience directions, then share the running order with everyone.
Communicate practical information before guests arrive: the route, parking, admission process and dietary requirements. Print the programme and check tables, chairs, reusable tableware, extension cords and cable mats during the final venue walk-through.

Frequently asked questions

How far in advance should I organise a benefit concert?: Allow at least 8 to 12 weeks for a small concert, and longer if permits, insurance or several performers are involved. Confirm the venue, charity goal and date first, then book performers and technical equipment before promotion begins.
How many performers should a benefit concert have?: Plan the programme around the available stage and time rather than filling every minute. For a three-hour concert, allow roughly 15 to 20 minutes between acts for changeovers, sound checks or announcements.
How much sound equipment do I need for a benefit concert?: The exact setup depends on the venue and performers, but collect technical requirements before booking equipment. Check the PA speakers, subwoofers, mixing desk, microphones, monitor speakers, DI boxes, stands and every cable at least 7 days before the event.
When should I recruit volunteers for a benefit concert?: Recruit volunteers 3 to 4 weeks before the concert and publish their shifts no later than 7 days in advance. Have a named person for registration, donations, artist support, guest questions and closing tasks.

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.