How to organise a concert from first booking to final encore

Organising a concert starts with fixing the date and venue, then building the programme around the musicians, audience capacity and technical setup. Work backwards from the performance date: confirm permits and insurance, book performers and equipment, open ticket sales, and set deadlines for catering and audience information. On the day, protect enough time for unloading, stage assembly, soundcheck, lighting and cable safety before doors open. This plan keeps the practical details in the right order, including the jobs that are often left until the last hour.

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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
Book musicians
3
Coordinate rehearsal times
4
Check permits
5
Check insurance
6
Send invitations
2 people
7
Open online ticket sales
8
Process registrations
9
Collect dietary requirements
10
Book catering
11
Reserve equipment
12
Arrange transport for instruments
13
Create schedule and timings
14
Send audience information
15
Check the shopping list
16
Do the shopping
2 people
17
Load instruments
3 people

Event

18
Open venue
2 people
19
Clear the loading route
2 people
20
Set up stage sections
4 people
21
Set up sound equipment
3 people
22
Connect lighting
2 people
23
Securely finish cables
2 people
24
Set up chairs and tables
3 people
25
Set up the entrance and coat check
2 people
26
Set up bar and serving station
3 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Set up catering
2 people
30
Test the equipment
3 people
31
Tune instruments
3 people
32
Perform sound check
4 people
33
Check doors and escape routes
2 people
34
Welcome visitors
3 people
35
Check tickets and wristbands
2 people
36
Support opening act
2 people
37
Support the main performance
3 people
38
Refill drinks
2 people
39
Serve snacks
2 people
40
Announce break
41
Guide the audience to the exit
2 people

Aftercare

42
Switch off equipment
2 people
43
Pack instruments
3 people
44
Wash dishes
2 people
45
Collect waste
3 people
46
Clean the venue
3 people
47
Put furniture back
3 people
48
Return equipment
2 people
49
Handle deposits and lost property

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Chairsqty 100
Tablesqty 10
Coat racksqty 3

Equipment

Speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Instrument cablesqty 12
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Spare batteriesqty 24

Lighting

Stage spotlightsqty 6
Light standsqty 2
Mood lightingqty 8

Decorations

Backdrop
Poster holdersqty 4

Tableware

Glassesqty 120
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120

Kitchen

Coolersqty 4
Serving plattersqty 12
Serving spoonsqty 6
Corkscrewsqty 3
Kettlesqty 2
Coffee machinesqty 2

Catering

Groceries
Drink dispensersqty 3
Thermos flasksqty 4
Ice packsqty 16

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2

Other

Wristbandsqty 120
Admission ticketsqty 120
Pensqty 12
Tapeqty 6
Cable tiesqty 200
Markersqty 6
First aid kit
Flashlightsqty 4

Tips

Set the date and venue before confirming musicians, catering or ticket sales. Check permits and insurance early, because missing paperwork can affect the entire event rather than just the concert day.
Create one running schedule with rehearsal times, load-in, stage setup, soundcheck, doors opening and the performance. Give instrument transport and unloading a fixed arrival time instead of relying on everyone to turn up when they can.
Open ticket sales only after you know the venue capacity, seating arrangement and entrance plan. Keep registration details together and collect dietary requirements before placing the catering order.
Allow several hours before the audience arrives for loading instruments, clearing the loading route, assembling stage sections, connecting speakers and microphones, and checking the mixing console. Finish securing cables before chairs, tables and the coat check are opened to guests.
Prepare a final equipment and consumables check at least 24 hours before the concert. Spare batteries, extension cords, power strips, cable trays, instrument cables, glasses and corkscrews are easy to overlook and difficult to replace once doors are open.

Frequently asked questions

How far in advance should I organise a concert?: Start at least 8 to 12 weeks before the concert. Book musicians and the venue first, then confirm permits, insurance, equipment, catering and ticket sales deadlines.
When should I book musicians for a concert?: Book the musicians as soon as the date and venue are confirmed, ideally 8 to 12 weeks ahead. Agree rehearsal times and instrument transport details before publishing the audience information.
How much time do I need to set up a concert venue?: Allow at least 4 to 6 hours for unloading, stage sections, sound equipment, lighting, seating and cable safety. Add rehearsal and soundcheck time separately, rather than treating them as part of the setup buffer.
When should I send concert information to the audience?: Send the main audience information 7 to 10 days before the concert, including arrival time, entrance details, seating and any transport guidance. Send a short reminder 24 hours before doors open if timings or access instructions need repeating.

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.