How to organise a concert evening from start to finish

A concert evening runs smoothly when the venue, performer and technical setup are confirmed before you invite guests. Start by checking the performer’s technical rider, then build the programme, floor plan and guest process around those requirements. In the final week, confirm registrations, dietary needs, deliveries and permits instead of leaving them for event day. Use one printed run sheet and contact list so everyone knows what happens, when and who is responsible.

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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
Reserve venue
2
Book performer
3
Request technical rider
4
Send invitations
2 people
5
Register sign-ups
6
Confirm registrations
7
Collect dietary requirements
8
Book catering
9
Check permits
10
Reserve security
11
Reserve equipment
12
Create the program
2 people
13
Print the run sheet
14
Print contact list
15
Create floor plan
16
Create signage
2 people
17
Lay out name badges and wristbands
2 people
18
Confirm deliveries
19
Check stock
2 people
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Setting up shelf-stable catering
2 people
23
Open venue
2 people
24
Conduct a safety check
2 people
25
Set up the entrance
3 people
26
Set up the cloakroom
2 people
27
Set up tables
3 people
28
Set up chairs
3 people
29
Set up the buffet
3 people
30
Set up the bar
3 people
31
Check the stage
2 people
32
Set up the sound system
3 people
33
Connect microphones
2 people
34
Set up lighting
2 people
35
Set up instruments
2 people
36
Perform sound check
3 people
37
Perform lighting test
2 people
38
Hang decorations
3 people
39
Hang up signage
2 people
40
Label diet meals
2 people
41
Portion the catering
3 people
42
Test the cash register and payment terminal
2 people
43
Briefing for entrance staff
2 people
44
Brief bar staff
2 people

Event

45
Open the doors
3 people
46
Welcome guests
4 people
47
Check off registrations
2 people
48
Hand out wristbands
2 people
49
Serve aperitifs
3 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Restock the buffet
3 people
53
Serve diet meals
2 people
54
Staff the coat check
2 people
55
Provide the stage introduction
56
Support the concert
2 people
57
Check public area
2 people
58
Empty trash bins
2 people
59
Check toilets
2 people
60
Serve the last round
2 people
61
See guests out
3 people
62
Complete coat check checkout
2 people

Aftercare

63
Close the bar
2 people
64
Clear catering
3 people
65
Collect tableware
3 people
66
Sort waste
2 people
67
Clear tables and chairs
3 people
68
Remove decorations
2 people
69
Tear down audio equipment
3 people
70
Take down lighting equipment
2 people
71
Clear the stage
2 people
72
Wash dishes
3 people
73
Clean the venue
3 people
74
Clean the restrooms
2 people
75
Inventory materials
2 people
76
Check the equipment
2 people
77
Return borrowed materials
2 people
78
Store leftover stock
2 people
79
Register lost and found items

What to bring

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

Furniture

High tablesqty 10
Buffet tablesqty 4
Chairsqty 100
Coat racksqty 3
Clothes hangersqty 120
Bollardsqty 8

Tableware

Wine glassesqty 120
Highball glassesqty 120
Coffee cupsqty 100
Platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Serving traysqty 8

Equipment

Active speakersqty 4
Subwoofersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 4
XLR cablesqty 12
Instrument cablesqty 8
Power stripsqty 10
Extension cordsqty 12
Cable traysqty 20
Cable tiesqty 100
Stage sectionsqty 8
Music standsqty 5

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lampsqty 12
Flashlightsqty 4

Decorations

Backdrop cloth
Buntingqty 6
Balloonsqty 100
Tableclothsqty 14
Entrance sign
Directional signsqty 8

Kitchen

Coolersqty 6
Ice containersqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 8
Small bowlsqty 12
Cool bowlsqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Waste binsqty 8
Toilet brushesqty 4
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Catering

Groceries

Tips

Book the venue and performer first, then request the technical rider before reserving equipment. Check whether the rider requires active speakers, subwoofers, a mixer, DI boxes, wireless microphones or specific cable connections.
Set a firm registration deadline at least 7 days before the concert. Use the final guest count to confirm catering, seating, name badges, wristbands, drinks and the number of glasses, plates and cutlery sets.
Build the programme backwards from the performer’s start time. Allow at least 90 minutes before doors open for equipment delivery, stage sections, LED spotlights, sound checks, signage and the entrance setup.
Complete permits, security and safety checks before the final week. On the day, check cable trays, extension cords, power strips and cable ties before guests arrive, and keep walkways clear with bollards where needed.
Prepare two printed documents for the team: a run sheet with timings and a contact list with every supplier and responsible person. Confirm deliveries the day before, chill drinks in advance and keep shelf-stable catering ready for setup.

Frequently asked questions

How far in advance should I book a concert venue and performer?: Start booking at least 8 to 12 weeks before the concert evening. This gives you time to confirm availability, receive the technical rider, check permits and arrange catering and security.
When should I send invitations for a concert evening?: Send invitations 4 to 6 weeks before the event and set the registration deadline about 7 days before it. Confirm registrations and dietary requirements immediately after the deadline so suppliers receive a reliable guest count.
How much setup time does a concert evening need?: Allow at least 3 hours for setup, with 90 minutes reserved before doors open for sound checks and final room preparation. Add more time if deliveries, stage sections or lighting arrive on the same day.
What should I check before guests enter a concert venue?: Complete the safety check, confirm the entrance, signage, wristbands and coat area, and test the sound and microphones at least 30 minutes before doors open. Check that cables are secured and that emergency routes remain unobstructed.

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.