How to organise a benefit concert from start to finish

Start by fixing the date, venue and charity before you announce anything. Then build the concert around the artists’ technical needs, the performance schedule and a realistic donation target. Promotion, registrations and catering should follow once capacity and timings are clear. In the final week, focus on volunteer roles, equipment testing, payment requests and safety checks so the event runs smoothly from doors opening to the last donation.

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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
Check permits
3
Book artists
2 people
4
Create the performance schedule
2 people
5
Select charity
2 people
6
Announce donation goal
7
Send invitations
2 people
8
Publish promotion
2 people
9
Distribute posters
3 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Assign volunteers
2 people
13
Make reservations
14
Order catering
2 people
15
Check the shopping list
2 people
16
Do the shopping
3 people
17
Arrange donation boxes
18
Prepare payment requests
19
Print the program
2 people
20
Make name badges
2 people
21
Send artist information
22
Gather technical requirements
2 people
23
Test equipment
2 people
24
Create floor plan
25
Check emergency exits
2 people
26
Post parking information
2 people

Event

27
Open venue
2 people
28
Mark off the stage area
3 people
29
Set up tables
4 people
30
Set up chairs
4 people
31
Set up the entrance
3 people
32
Set up the donation point
2 people
33
Set up catering point
3 people
34
Chill drinks
3 people
35
Set out coffee and tea
2 people
36
Prepare snacks
4 people
37
Hang decorations
3 people
38
Set up lighting
2 people
39
Set up the sound system
3 people
40
Set up instruments
3 people
41
Run the sound check
4 people
42
Welcome performers
2 people
43
Escort artists backstage
2 people
44
Welcome the audience
4 people
45
Check tickets
3 people
46
Distribute program
2 people
47
Register donations
2 people
48
Inform the audience
49
Announce performances
50
Play music
51
Serve snacks
4 people
52
Serve drinks
3 people
53
Refill drinks
2 people
54
Collect tableware
2 people
55
Empty trash bins
2 people
56
Check toilets
2 people
57
Answer audience questions
2 people
58
Assist performers
2 people
59
Make final donation call
60
Give closing thanks
61
Guide visitors
3 people

Aftercare

62
Dismantle the sound system
3 people
63
Pack instruments
3 people
64
Store donations securely
2 people
65
Close the register
2 people
66
Dismantle furniture
4 people
67
Remove decorations
3 people
68
Collect waste
4 people
69
Wash dishes
3 people
70
Clean the venue
4 people
71
Clean the restrooms
2 people
72
Collect lost and found items
2 people
73
Check stock
2 people
74
Return materials
3 people
75
Lock up the venue
2 people
76
Transfer the donation amount
2 people
77
Send thank-you message
2 people
78
Publish results

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
High tablesqty 6
Clothes racksqty 2
Foldable tablesqty 4
Stage sectionsqty 6

Tableware

Reusable cupsqty 180
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Pouring jugsqty 8

Equipment

Speakersqty 2
Microphonesqty 4
Microphone standsqty 4
Mixer
Monitor speakersqty 2
DI boxesqty 4
Extension cordsqty 8
Power stripsqty 8
XLR cablesqty 12
Jack cablesqty 8
Laptop
Music standsqty 8
Soundproofing drapesqty 4

Lighting

LED spotlightsqty 6
Light standsqty 2
String lightsqty 6
Battery lampsqty 8

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Tableclothsqty 12
Backdrop cloth
Tapeqty 6
Table decorationsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Bottle openersqty 4
Induction hobsqty 2

Catering

Donation boxesqty 3
Cash register
Payment terminal
Menu boardsqty 4
Allergen cardsqty 30
Drink dispensersqty 3
Refrigerated display casesqty 2
Name badgesqty 80
Program leafletsqty 150
Wristbandsqty 150
Cash traysqty 3
Groceries

Cleaning

Waste binsqty 8
Mop setsqty 2
Bucketsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8
Microfiber clothsqty 20
Toilet brushesqty 2
Hand soap dispensersqty 4

Tips

Confirm the venue, date and permits before booking artists or publishing the event. Check capacity, emergency exits, access times and whether amplified music requires additional approval.
Ask every artist for technical requirements as soon as they are booked. Turn details about microphones, monitor speakers, DI boxes, cables and power into one setup plan, then test the full system before guests arrive.
Set a donation goal and explain exactly how guests can contribute. Prepare donation boxes and payment requests in advance, and assign at least two people to monitor and reconcile donations.
Create the running order with realistic changeover time between acts. Allow at least 15 minutes for equipment changes, microphone checks and artist movement instead of scheduling performances back to back.
Assign volunteers to specific shifts and locations, not general help. Cover registration, artist support, catering, donation points and room changes, with the final floor plan printed for the team.

Frequently asked questions

How far in advance should I organise a benefit concert?: Allow at least 12 weeks for a small concert and longer if the venue, artists or permits are not confirmed. Book the venue and main performers first, then start promotion once the date, location and donation method are fixed.
How many songs should each artist perform at a benefit concert?: A 30-minute slot usually fits about 6 to 8 songs, depending on the style and introductions. Leave 15 minutes between acts for equipment changes and sound checks so the schedule does not run late.
When should I test the sound equipment?: Complete a full equipment test at least 2 hours before doors open. Check microphones, mixer channels, monitor speakers, DI boxes, extension cords and every cable, then keep spare cables available during the concert.
How do I collect donations at a benefit concert?: Use clearly marked donation boxes and a prepared payment option at every main entrance or registration point. Assign two people to count or reconcile donations, and complete the final check before the venue closes.

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.