How to organise a concert from first booking to final clean-up

A concert runs smoothly when you fix the venue, artists and permissions before you think about decoration or catering. Work backwards from the doors opening: confirm the programme, registrations and dietary requirements, then schedule setup, sound checks and performer arrivals. Allow several hours on the day for clearing the stage, placing furniture, installing sound and lighting, and securing every cable. The plan below gives you the right order and highlights the details organisers most often leave too late.

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
Reserve venue
2
Book artists
2 people
3
Check permits
4
Make reservations
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Publish the program
9
Share performer information
10
Test the equipment
3 people
11
Do the shopping
2 people
12
Collect materials
2 people
13
Chill drinks
2 people
14
Prepare catering
3 people
15
Open venue
2 people
16
Clean the room
3 people
17
Set up tables and chairs
4 people
18
Clear the stage area
3 people
19
Set up sound equipment
4 people
20
Set up lighting equipment
3 people
21
Securely finish cables
2 people
22
Hang up decorations
3 people
23
Set up the catering table
2 people
24
Set up entrance and cloakroom
2 people

Event

25
Welcome performers
2 people
26
Run the sound check
4 people
27
Welcome visitors
3 people
28
Announce the program
29
Serve snacks
3 people
30
Serve drinks
3 people
31
Refill drinks
2 people
32
Guide the performances
2 people
33
Check audience and hall
2 people
34
Maintain the break area
35
Announce the final act
36
See visitors out
3 people

Aftercare

37
Dismantle audio equipment
4 people
38
Dismantle furniture
3 people
39
Collect waste
3 people
40
Wash dishes
2 people
41
Clean the venue
3 people
42
Return materials
2 people
43
Return equipment
2 people

What to bring

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

Furniture

High tablesqty 8
Foldable tablesqty 6
Chairsqty 80
Coat racksqty 2
Waste binsqty 6

Equipment

Speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Monitor speakersqty 2
XLR cablesqty 10
Audio cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 8

Lighting

LED spotlightsqty 6
Light standsqty 2
Mood lightingqty 4

Tableware

Reusable glassesqty 120
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100

Kitchen

Coolersqty 4
Small bowlsqty 12
Serving spoonsqty 8
Thermos flasksqty 4

Decorations

Arrival Signsqty 4
Tableclothsqty 8
Stage drapesqty 4
Wristbandsqty 120

Catering

Groceries

Tips

Confirm the venue, artists and permits before sending invitations. Keep the published programme aligned with the performers’ confirmed arrival and sound-check times.
Set a firm registration deadline at least 5–7 days before the concert. Use the final list to prepare dietary information, seating or high tables, and the entrance or cloakroom setup.
Block out at least 3 hours before doors open for room cleaning, furniture placement, stage clearance, sound equipment, lighting and cable protection. Do not combine setup with guest reception.
Test the full audio chain before performers arrive, including microphones, DI boxes, monitor speakers, mixer, speakers and every cable. Keep spare extension cords and power strips available rather than discovering a missing connection during the sound check.
Finish drinks and catering before the first guests arrive: chill drinks for several hours, set out reusable glasses and tableware, and label or separate food for dietary requirements. Leave waste bins and serving utensils where guests can reach them without crossing the stage area.

Frequently asked questions

How far in advance should I organise a concert?: Start at least 8–12 weeks ahead for a small concert. Use the first 2–3 weeks to secure the venue, artists and permits, then send invitations once the programme is reliable.
How much setup time does a concert need?: Plan on at least 3 hours before doors open for room preparation, furniture, stage clearance, sound, lighting and cable safety. Add another 30–60 minutes if the equipment or venue is unfamiliar.
When should I send concert invitations?: Send invitations 3–4 weeks before the concert, with a registration deadline 5–7 days before it. That leaves time to process registrations and prepare dietary requirements.
When should the sound check happen?: Schedule the sound check after the speakers, mixer, microphones, monitors and cables are fully installed, usually 60–90 minutes before doors open. Welcome performers early enough to test each act without delaying guests.

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.