How to organise a concert without missing the details
A concert comes together in a fixed order: secure the date and venue, confirm the performers, then build the technical and operational plan around them. Start with contracts, permits, insurance and a realistic budget before promoting tickets or invitations. The details that cause late problems are usually power, cables, stage access, artist information and volunteer cover. Work backwards from the doors opening and set deadlines for every supplier, performer and helper.
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
Confirm performers and schedule
2 people
- 3
Confirm performances contractually
2 people
- 4
Gather technical requirements
2 people
- 5
Check permits and notifications
2 people
- 6
Make reservations
2 people
- 7
Set the budget and ticket price
2 people
- 8
Check insurance
- 9
Send invitations
2 people
- 10
Publish concert online
2 people
- 11
Process registrations
2 people
- 12
Collect dietary requirements
- 13
Assign volunteers
2 people
- 14
Send artist information
- 15
Create technical floor plan
2 people
- 16
Create the schedule and contact list
2 people
- 17
Order admission and wristbands
- 18
Remind promotion
2 people
- 19
Check the weather forecast
- 20
Create the final visitor list
2 people
- 21
Check the shopping list
2 people
- 22
Do the shopping
3 people
- 23
Collect materials
3 people
- 24
Chill drinks
2 people
- 25
Prepare catering
3 people
- 26
Open venue
2 people
- 27
Clear the loading and unloading area
3 people
- 28
Build stage sections
4 people
- 29
Set up sound equipment
3 people
- 30
Set up microphones and stands
2 people
- 31
Install lighting equipment
3 people
- 32
Connect power supply
2 people
- 33
Set up tables and chairs
4 people
- 34
Build the catering counter
3 people
- 35
Set up the registration desk
2 people
- 36
Hang up decorations
3 people
- 37
Clear emergency exits
2 people
- 38
Check toilets
2 people
- 39
Stock the refrigerators
2 people
- 40
Prepare snacks and nibbles
3 people
- 41
Set up the coffee and tea station
2 people
- 42
Perform sound check
3 people
- 43
Welcome performers
2 people
- 44
Set up artist rooms
2 people
- 45
Brief entrance staff
2 people
- 46
Brief bar staff
2 people
Event
- 47
Open the doors
3 people
- 48
Welcome visitors
4 people
- 49
Check tickets and wristbands
3 people
- 50
Manage the cloakroom
2 people
- 51
Serve coffee and tea
2 people
- 52
Serve drinks
3 people
- 53
Serve snacks
2 people
- 54
Coordinate stage changes
3 people
- 55
Artist support
2 people
- 56
Refill drinks
2 people
- 57
Empty trash bins
2 people
- 58
Check toilets periodically
2 people
- 59
Announce break
- 60
Answer audience questions
2 people
- 61
Announce end time
- 62
See visitors out
3 people
- 63
Complete coat check checkout
2 people
Aftercare
- 64
Close the bar
3 people
- 65
Chill leftover catering
2 people
- 66
Turn off the sound equipment
2 people
- 67
Switch off lighting equipment
2 people
- 68
Clear the stage and secure it
3 people
- 69
Clear tables and chairs
4 people
- 70
Collect waste
3 people
- 71
Collect tableware
3 people
- 72
Wash dishes
3 people
- 73
Clean the venue
4 people
- 74
Thoroughly clean the toilets
2 people
- 75
Inventory materials
2 people
- 76
Return rented materials
3 people
- 77
Keep lost and found items
- 78
Lock up the venue
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Stage sectionsqty 12
- Stage stepsqty 2
- High tablesqty 12
- Benchesqty 8
- Chairsqty 80
- Beer tablesqty 6
- Clothes racksqty 2
- Clothes hangersqty 120
- Bar counter
- Artist tablesqty 4
Equipment
- PA system
- Mixing console
- Speakersqty 4
- Stage monitorsqty 4
- Microphonesqty 8
- Microphone standsqty 8
- ISsqty 4
- Instrument cablesqty 12
- XLR cablesqty 16
- Extension cordsqty 10
- Power stripsqty 8
- Cable traysqty 12
- Spare batteriesqty 24
- Walkie-talkiesqty 6
- Power banksqty 4
- Flashlightsqty 6
- Laptop
- Printer
- Spare USB sticksqty 2
Lighting
- LED stage lightsqty 8
- Light standsqty 2
- Mood lightingqty 12
- Emergency lightingqty 4
Decorations
- Backdrop cloth
- Buntingqty 8
- Decorative clothsqty 6
- Adhesive stripsqty 4
- Gaffer tapeqty 6
- Program postersqty 20
- Wayfinding signsqty 8
- Directional signsqty 12
Tableware
- Drinking glassesqty 180
- Wine glassesqty 80
- Coffee cupsqty 80
- Platesqty 180
- Forksqty 180
- Knivesqty 180
- Spoonsqty 100
- Serving spoonsqty 8
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 6
- Serving plattersqty 12
- Serving traysqty 6
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Pliersqty 6
- Refrigeratorsqty 2
Catering
- Groceries
- Drink cratesqty 10
- Water dispensersqty 3
- Menu boardsqty 4
- Price cardsqty 12
- Cash boxesqty 2
- Payment terminalsqty 2
- Receipt rollsqty 4
Cleaning
- Bucketsqty 4
- Mopsqty 4
- Broom setsqty 3
- Vacuum cleaner
- Waste binsqty 12
- Trash grabbersqty 2
Entrance
- Admission wristbandsqty 200
- Admission ticketsqty 200
- Wristband scissorsqty 2
- Ink padsqty 2
- Entrance pensqty 12
- Coat check ticketsqty 250
Safety
- First aid kitsqty 2
- Flashlights for safetyqty 2
- Non-slip matsqty 8
- Cable rampsqty 10
- Fire blanketsqty 2
Office
- Run sheetsqty 12
- Clipboardsqty 8
- Ballpoint pensqty 30
- Markersqty 12
- Notepadsqty 12
- Tapeqty 6
- Writing boardsqty 4
- Name stickersqty 100
Transport
- Transport cartsqty 3
- Ratchet strapsqty 8
- Transport blanketsqty 12
Tips
- Confirm the venue, performers and performance schedule before publishing the concert. Put every agreement in writing, including arrival times, soundcheck access, set length and payment terms.
- Ask performers for their complete technical requirements early, then turn them into one floor plan. Check the PA system, mixing console, microphones, monitors, instrument cables, power and cable routes together rather than separately.
- Check permits, notifications and insurance before you announce the event. Allow several weeks for approvals or corrections, and keep the relevant documents with the final contact list.
- Set ticket capacity and price only after checking the venue layout, available chairs or standing space, staffing and emergency access. Finalise registrations and dietary requirements before ordering catering or drinks.
- Create a day-of schedule with named owners for setup, soundcheck, doors, artist support, bar, catering and closing. Recheck the weather forecast, shopping list, materials and chilled drinks during the final 48 hours.
Frequently asked questions
- How far in advance should I organise a concert?
- Start at least 8 to 12 weeks before the concert for a small event. Use that time to confirm the venue and artists, handle permits and insurance, plan technical needs, promote the event and assign volunteers.
- When should I confirm the concert’s technical requirements?
- Request the performers’ requirements immediately after the booking and lock the technical plan at least 3 weeks before the event. Reconfirm the equipment, stage layout, power supply and soundcheck schedule 7 days before opening.
- How many volunteers do I need for a concert?
- For a small concert, plan on at least 1 volunteer for every 25 to 30 visitors, with separate cover for the entrance, artist support and bar or catering. Add extra people during setup, soundcheck and closing rather than leaving one person responsible for everything.
- When should I buy drinks and prepare catering for a concert?
- Finalise the visitor list and dietary requirements 3 to 5 days beforehand, then do the main shopping 1 to 2 days before the concert. Chill drinks on the day before when possible, and prepare perishable catering as close to serving time as food safety allows.
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