How to organise a carnival concert

Start by fixing the date, venue and programme before ordering equipment or sending invitations. A carnival concert needs more coordination than a regular party: performers, sound, lighting, permits, registrations and catering all affect one another. Build the schedule around the confirmed performances, then plan access, setup and volunteer shifts backwards from the doors opening. Keep dietary meals separate, label guest information clearly and print a run sheet so the event team is not relying on messages during the concert.

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

1
Confirm date and location
2 people
2
Book musicians and acts
2 people
3
Create the sound and lighting plan
2 people
4
Check permits
5
Check insurance
6
Confirm reservations
7
Design invitations
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Compile program
2 people
12
Confirm performances
13
Determine catering quantities
2 people
14
Make a shopping list
2 people
15
Assign volunteers
2 people
16
Print the run sheet
17
Create signage
2 people
18
Count wristbands and vouchers
2 people
19
Confirm tech delivery
20
Check decorations
2 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare snacks
4 people
24
Pack diet meals separately
2 people

Event

25
Open venue
2 people
26
Carry out a safety check
2 people
27
Set up the stage
4 people
28
Connect sound equipment
3 people
29
Connect lighting equipment
2 people
30
Set up tables and chairs
4 people
31
Set up the bar
3 people
32
Set up the buffet
3 people
33
Hang decorations
4 people
34
Set up signage
2 people
35
Check toilets
2 people
36
Test the cash register and payment methods
2 people
37
Set up catering
4 people
38
Test the stage and microphones
3 people
39
Soundcheck performances
4 people
40
Give the bar team briefing
2 people
41
Briefing for reception team
2 people
42
Open the doors
4 people
43
Welcome visitors
4 people
44
Sell tickets
2 people
45
Serve drinks
4 people
46
Serve snacks
3 people
47
Announce the program
48
Refill drinks
3 people
49
Refill buffet
2 people
50
Empty trash bins
2 people
51
Clean the toilets in between
2 people
52
Coordinate stage changes
3 people
53
Operate lighting during performances
54
Check the sound level
55
Announce the final order
56
Guide visitors to the exit
3 people

Aftercare

57
Close the bar
3 people
58
Close the register
2 people
59
Turn off the sound equipment
2 people
60
Clear away snacks and drinks
4 people
61
Collect waste
4 people
62
Clear away furniture
4 people
63
Remove decorations
3 people
64
Dismantle the stage
4 people
65
Pack up equipment
3 people
66
Wash dishes
3 people
67
Clean the venue
4 people
68
Thoroughly clean the toilets
2 people
69
Count remaining stock
2 people
70
Check materials
2 people
71
Return borrowed materials
2 people
72
Return rental items
2 people
73
Register lost and found items
74
Hand over the venue
2 people

What to bring

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

Furniture

Stage elementsqty 6
Stage steps
Beer tablesqty 8
Chairsqty 80
Bar stoolsqty 6
Bar matsqty 3
Coat racksqty 2
Clothes hangersqty 100

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage cajonsqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Cable matsqty 12
Cable tiesqty 100

Lighting

LED stage lightsqty 6
Light standsqty 2
Atmosphere lightsqty 12
Emergency lightingqty 4

Decorations

Carnival flagsqty 30
Balloonsqty 200
Balloon pumpsqty 2
Serpentinesqty 30
Confetti-free table decorationsqty 12
Stage backdrop
Directional signsqty 12

Kitchen

Coolersqty 6
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Ice cube traysqty 4
Serving tongsqty 8
Cutting boardsqty 4
Knivesqty 6
Measuring cupsqty 3

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 4
Sanitizer pumpsqty 4

Catering

Groceries

Tips

Confirm musicians, acts and performance times before finalising the sound and lighting plan. Allow a separate setup and soundcheck window rather than treating the first performance as the technical test.
Check permits and insurance as soon as the venue is confirmed; leave at least 4–6 weeks for requirements or documents that need approval. Also confirm venue reservations in writing.
Send invitations only after the programme and registration process are ready. Close registrations with enough time to count wristbands, vouchers, meals and seating, then collect dietary requirements before placing catering orders.
Plan the venue layout around the stage, stage steps, audience seating, bar area and coat racks. Keep cable runs away from walking routes and cover them with cable mats before guests arrive.
Open the venue with a written run sheet and named volunteers for reception, performers, catering and technical support. Chill drinks and prepare snacks before doors open, while packing diet meals separately to prevent mix-ups.

Frequently asked questions

How far in advance should I organise a carnival concert?: Start at least 8–12 weeks before the concert. Book musicians and acts first, then allow 4–6 weeks for invitations, registrations, permits, catering numbers and equipment confirmations.
When should I send invitations for a carnival concert?: Send invitations once the date, location and main programme are confirmed, usually 4–6 weeks before the event. Set a registration deadline around 10–14 days before the concert so you can order food and count wristbands or vouchers.
How long should setup take for a carnival concert?: Allow at least 4 hours for a small concert with a stage, mixing console, speakers, lighting and decorations. Add extra time if the venue needs furniture moved or if several acts require a full soundcheck.
How do I plan catering quantities for a carnival concert?: Base quantities on confirmed registrations rather than the room capacity, and add around 10% for late changes or waste. Finalise dietary meals separately at least 7 days beforehand and keep them labelled until service.

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.