How to organise a benefit concert from start to finish

A benefit concert needs two plans running together: a reliable live show and a clear way to raise money. Start by defining the fundraising goal, then secure the venue, check permits and book artists before promoting the date. Build the running order around each performer’s sound requirements, and set up ticket sales and donations early. The final week is for confirming timings, volunteers, catering quantities, signage and the equipment needed to keep the evening moving.

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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
Define the goal and expected outcome
2 people
2
Reserve venue
2 people
3
Check permits
4
Book artists
2 people
5
Record performances and times
2 people
6
Note sound requirements per performer
2 people
7
Describe the fundraising goal
2 people
8
Set ticket price
2 people
9
Set up online ticket sales
2 people
10
Set up donation page
2 people
11
Write promotional copy
2 people
12
Create poster and social posts
2 people
13
Send invitations
2 people
14
Distribute posters
3 people
15
Recruit volunteers
2 people
16
Assign volunteers
2 people
17
Process registrations
2 people
18
Collect dietary requirements
2 people
19
Collect artist information
2 people
20
Calculate catering quantities
2 people
21
Purchase catering
3 people
22
Get cash for change
2 people
23
Prepare the ticket list and wristbands
2 people
24
Print the program and signage
2 people
25
Confirm venue and key arrangements
26
Confirm artist arrival
27
Chill drinks
3 people
28
Prepare snacks
4 people
29
Set up the coffee and tea station
2 people
30
Clear the stage area
4 people
31
Set up stage and backstage
5 people
32
Connect the sound system
3 people
33
Connect the lighting system
2 people
34
Set up chairs and tables
5 people
35
Set up the entrance and checkout
3 people
36
Set up donation points
2 people
37
Hang decorations
3 people
38
Hang up signage
2 people
39
Perform the technical sound check
3 people

Event

40
Welcome performers
2 people
41
Escort performers to backstage
2 people
42
Open doors and register
4 people
43
Welcome visitors
4 people
44
Check tickets
3 people
45
Hand out wristbands
2 people
46
Register donations
2 people
47
Announce the program
48
Announce performers
49
Guide the performances
2 people
50
Serve catering
4 people
51
Refill drinks
3 people
52
Refill coffee and tea
2 people
53
Collect used dishes
2 people
54
Keep the hall clean between uses
2 people
55
Announce the break program
56
Announce the final donation time
57
Wave goodbye to visitors
3 people
58
Close the register
2 people
59
Secure cash
2 people

Aftercare

60
Turn off the sound system
2 people
61
Turn off lighting system
2 people
62
Clean up catering
4 people
63
Wash dishes
3 people
64
Collect waste
3 people
65
Clean the room
4 people
66
Remove decorations
3 people
67
Put furniture back
5 people
68
Pack equipment safely
3 people
69
Collect lost and found items
2 people
70
Lock up the venue
2 people
71
Count and record the proceeds
2 people
72
Send thank-you message
2 people
73
Check leftovers
2 people
74
Return materials
3 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Stage skirt
Chairsqty 160
Beer tablesqty 12
Buffet tablesqty 4
Cash desk table

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 80
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 16
Pouring jugsqty 8

Decorations

Tableclothsqty 16
Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Flower arrangementsqty 8
Candleless lanternsqty 12
Tapeqty 6
Cable tiesqty 100

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Stage monitorsqty 3
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Power stripsqty 10
Extension cordsqty 8
Cable traysqty 12
Laptop
Ticket scannerqty 2
Coolersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8

Lighting

LED spotlightsqty 6
Light standsqty 2
Mood lightingqty 8
Spare batteriesqty 24

Cleaning

Waste binsqty 8
Mopsqty 3
Bucketsqty 3
Hand broomsqty 3
Dustpan and brushqty 3

Catering

Cash register
Cash box
Payment terminal
Donation boxesqty 4
Cooler cratesqty 8
Groceries

Tips

Set the fundraising target before choosing the ticket price. Work out how much must come from ticket sales, donations and any catering surplus, then show the goal clearly on the donation page and promotional material.
Book the venue and artists before publishing the event date. Ask every performer for their set length, arrival time and sound requirements, then leave changeover time between acts in the programme.
Open ticket sales and the donation page at the same time as invitations go out. Prepare a ticket list and wristbands in advance, and keep cash for change at the door rather than waiting until event day.
Treat soundcheck as part of the schedule, not an optional extra. Plan microphone, monitor and mixer needs for each act, and record performance and soundcheck times so the crew knows exactly when each setup is needed.
Count food and drinks from registrations, dietary requirements and the programme length. Confirm the venue arrangements in the final week, print signage and the programme, and assign volunteers to the cash desk, artist support, buffet and audience areas.

Frequently asked questions

How far in advance should I organise a benefit concert?: Allow at least 8 to 12 weeks for a small benefit concert. That gives you time to reserve the venue, confirm artists, check permits, open ticket sales and recruit volunteers before the final two-week promotion period.
How do I set the ticket price for a benefit concert?: Calculate the unavoidable event costs first, then decide how much of the fundraising target tickets should cover. Set one clear price and make donations available separately, so people can give more without complicating registration.
How many volunteers do I need for a benefit concert?: Plan for at least one volunteer at the entrance, one person supporting artists and sound, and one person managing refreshments for a small event. Add another volunteer for every busy area that cannot be left unattended during performances.
When should I confirm the sound and stage setup?: Collect each artist’s sound requirements when they are booked, and confirm the full setup at least 7 days before the concert. Recheck microphones, stands, speakers, monitors, mixer, stage sections and power arrangements with the venue before the event.

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