How to organise a concert in a hall

Organising a concert in a hall works best when you fix the venue and date first, then build the programme, audience process and production plan around them. Book the artists early and collect the technical information they need before reserving sound and lighting equipment. In the final week, confirm registrations, dietary requirements, volunteers and access arrangements. On the day, keep the run sheet, visitor list and venue checks together so the team can move from setup to doors open without guesswork.

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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 venue
2
Book artists
3
Compile program
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Book catering
8
Reserve equipment
9
Collect artist information
10
Assign volunteers
11
Print the run sheet
12
Print the visitor list
13
Do the shopping
2 people
14
Pick up the equipment
2 people
15
Arrange keys and access
16
Check the Venue
2 people
17
Clear emergency exits
2 people
18
Set up chairs
4 people
19
Set up tables
3 people
20
Clear the stage area
3 people
21
Set up the cloakroom
2 people
22
Set up the registration desk
2 people
23
Set up stage lighting
2 people
24
Set up the sound system
3 people
25
Connect microphones
2 people
26
Set up instruments
3 people
27
Perform sound check
3 people
28
Perform a lighting check
2 people
29
Set up the catering buffet
3 people
30
Chill drinks
2 people
31
Set up coffee station
2 people
32
Post allergen information
33
Hang up the program
34
Check toilets
35
Brief reception team
4 people
36
Backstage team briefing
3 people

Event

37
Open the doors
3 people
38
Welcome visitors
4 people
39
Check tickets
2 people
40
Staff the cloakroom
2 people
41
Serve coffee and tea
2 people
42
Deliver the welcome speech
43
Support the first concert block
3 people
44
Refill drinks
2 people
45
Serve the break buffet
3 people
46
Check the hall and toilets
2 people
47
Support the second concert block
3 people
48
Refill drinks
2 people
49
Serve the artists' meal
2 people
50
Moderate audience questions
51
Support the third concert block
3 people
52
Keep staffing the cloakroom
2 people
53
Refill drinks
2 people
54
Supervise the closing performance
3 people
55
Give a thank-you speech
56
Play exit music
57
See visitors out
4 people
58
Handle the cloakroom
2 people
59
Close the register
2 people

Aftercare

60
Clean up drinks and catering
3 people
61
Wash dishes
3 people
62
Dismantle the sound system
3 people
63
Dismantle the lighting setup
2 people
64
Pack instruments
3 people
65
Clear away chairs and tables
4 people
66
Collect waste
3 people
67
Clean the room
3 people
68
Clean the restrooms
2 people
69
Check materials
2 people
70
Lock up the hall
2 people
71
Return equipment
2 people
72
Clear away leftover stock
2 people
73
Handle lost and found
74
Pay performers
75
Send thank-you messages

What to bring

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

Furniture

Chairsqty 170
Foldable tablesqty 12
Coat racksqty 4
Stoolsqty 6

Tableware

Coffee cupsqty 180
Glassesqty 180
Dessert platesqty 180
Forksqty 180
Spoonsqty 180
Coffee spoonsqty 180

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 6
Small bowlsqty 20
Serving spoonsqty 8

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 10
Audio cablesqty 8
Power stripsqty 10
Extension cordsqty 10
Cable matsqty 12
Handheld microphone for announcements
Laptop
Spare batteriesqty 24

Lighting

Stage spotlightsqty 6
Light standsqty 2
Work lightsqty 4

Decorations

Stage drapesqty 4
Decorative plantsqty 8
Program standsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Start with the venue, date and programme before sending invitations. Confirm how many people the hall can seat, when you can access it and whether the stage, sound and lighting equipment are included.
Collect each artist’s technical information at least 3–4 weeks before the concert. Ask about microphones, DI boxes, monitor needs, input lists and setup time so the sound system can be reserved correctly.
Set a registration deadline 5–7 days before the concert. Use the final visitor list to plan chairs, cloakroom space, catering portions and volunteer coverage instead of relying on estimates at the door.
Build the day around access and soundcheck times, not just the performance start. Arrange keys, equipment pickup and volunteer arrival early enough to set chairs, clear emergency exits, connect microphones and complete a full soundcheck before doors open.
Print the run sheet and visitor list on the final working day, and keep spare copies at registration and backstage. A printed plan is useful when phones are being used for sound, lighting or last-minute calls.

Frequently asked questions

How far in advance should I organise a concert in a hall?: Start booking the hall and artists at least 8–12 weeks ahead. Begin technical planning 3–4 weeks before the concert, then close registrations and confirm catering about 5–7 days before the event.
How do I plan sound for a concert in a hall?: Collect the artists’ input list and stage requirements at least 3 weeks in advance. Reserve speakers, subwoofers, microphones, stands, DI boxes, cables and power equipment, then allow at least 90 minutes for setup and soundcheck.
When should I send concert invitations?: Send invitations as soon as the date, venue and programme are confirmed, ideally 6–8 weeks before the concert. Set a clear registration deadline 5–7 days before the event so you can prepare the visitor list and catering.
How much time is needed to set up a hall concert?: Allow at least 4 hours for a small concert with separate seating, registration, catering and stage setup. Add more time if equipment must be collected, lighting needs assembling or several artists require individual soundchecks.

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.