How to organise a concert evening

A concert evening runs smoothly when the programme, artists and technical setup are confirmed before you start arranging the room. Begin with the date, venue and performers, then record set times and collect each artist’s technical requirements. Use the guest list to plan registration, catering and seating, and leave enough time on the day to inspect the venue, set up equipment and test every microphone and cable. The most common problems are late artist information, missing power solutions and a bar or entrance that is not ready when guests arrive.

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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 artists
3
Record performances and times
2 people
4
Make reservations
5
Check permits
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Update visitor list
10
Collect artist information
11
Check technical requirements
2 people
12
Gather music files
13
Create the program
14
Send artist briefing
15
Order catering
16
Check the shopping list
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Setting up shelf-stable catering
2 people
20
Pick up venue keys
21
Inspect venue
2 people
22
Bring materials indoors
4 people
23
Set up tables and chairs
4 people
24
Set up the entrance and coat check
2 people
25
Set up the bar and serving area
3 people
26
Clear the stage area
3 people
27
Connect the sound system
3 people
28
Set up microphones and stands
2 people
29
Connect lighting
2 people
30
Cover cables safely
2 people
31
Perform sound check
3 people
32
Perform lighting test
2 people
33
Welcome performers
2 people
34
Set up the artist dressing room
2 people
35
Prepare snacks
3 people
36
Restock buffet and bar
3 people

Event

37
Staff the entrance desk
2 people
38
Welcome visitors
2 people
39
Manage the cloakroom
2 people
40
Serve drinks
3 people
41
Serve snacks
2 people
42
Announce the program
43
Support the first performance
2 people
44
Restock break catering
2 people
45
Refill drinks
2 people
46
Support the second performance
2 people
47
Check coat check and entrance
2 people
48
Guide the third performance
2 people
49
Restock the buffet
2 people
50
Keep the public area tidy
2 people
51
Support the fourth performance
2 people
52
Serve the last round
3 people
53
Announce the end of the concert
54
Guide visitors to the exit
3 people
55
Complete coat check checkout
2 people

Aftercare

56
Turn off the sound system
2 people
57
Store food and drinks safely
2 people
58
Collect waste
3 people
59
Wash dishes
3 people
60
Clean the bar and kitchen
3 people
61
Clean the restrooms
2 people
62
Remove decorations
2 people
63
Put furniture back
4 people
64
Pack equipment
3 people
65
Do final venue inspection
2 people
66
Return keys
67
Return borrowed materials
2 people
68
Store leftover stock
2 people
69
Sort cloakroom materials

What to bring

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

Furniture

Chairsqty 100
High tablesqty 10
Buffet tablesqty 4
Coat racksqty 3
Dressing room tablesqty 2
Changing room chairsqty 8

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixer
Dynamic microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Instrument cablesqty 8
XLR cablesqty 12
Extension cordsqty 4
Power stripsqty 8
Cable matsqty 12
Gaffer tapeqty 6
Laptop
Spare batteriesqty 24

Lighting

LED stage lightsqty 6
LED work lightsqty 4
Light standsqty 2

Decorations

Concert bannersqty 3
Tableclothsqty 12
Wayfinding signsqty 8
Program postersqty 10
Coat hangersqty 120
Cloakroom numbersqty 150

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Coolersqty 3
Pouring jugsqty 8
Thermos flasksqty 4
Storage binsqty 12
Cutting boardsqty 4
Chef's knifeqty 4

Cleaning

Waste binsqty 8
Recycling binsqty 4
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Toilet brushesqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the running order and performance times before sending invitations. Include arrival, soundcheck and changeover times so artists know when to be there, not just when they perform.
Collect technical requirements from every artist at least 7 days before the concert. Check microphones, DI boxes, mixer inputs, speakers, cables, power strips and extension cords against those requirements.
Plan the guest flow before setting up furniture. Put the entrance, coat check, seating, bar and serving area in place before doors open, and allow at least 30 minutes for a final walk-through.
Use the registration list and dietary requirements to set catering quantities. Keep shelf-stable food ready before guests arrive, chill drinks on the day and place glasses, plates, cutlery and serving trays where staff can reach them.
Schedule a soundcheck with the full system, including PA speakers, subwoofers, microphones, LED stage lights and laptop playback. Keep spare batteries, gaffer tape and cable mats available for problems that appear during setup.

Frequently asked questions

How far in advance should I book artists for a concert evening?: Book the artists as soon as the date and venue are confirmed, preferably at least 8 to 12 weeks before the concert. Ask for their performance length, arrival time and technical requirements when they agree to perform.
When should I send invitations for a concert evening?: Send invitations around 4 to 6 weeks before the event, once the programme and venue details are reliable. Close registrations or review the visitor list 3 to 5 days before the concert so catering and seating can be adjusted.
How much time do I need to set up a concert venue?: Allow at least 3 to 4 hours for a small concert evening, followed by a full soundcheck. Include time to collect the keys, inspect the venue, move materials indoors, arrange furniture, set up the entrance and prepare the bar.
What should I check during a concert soundcheck?: Test every microphone, instrument cable, XLR cable, DI box, mixer channel and speaker, then check playback from the laptop if it is part of the programme. Plan the soundcheck at least 60 minutes before doors open and keep 15 to 30 minutes for fixes.

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.