How to organise a concert from first booking to final soundcheck

Start by fixing the artists, date and venue before ordering equipment or opening registrations. Then confirm permits, insurance, emergency exits and the technical requirements for every act. Build the programme around soundcheck times, stage changes and audience arrival, not just performance times. In the final week, send artists their information, publish the programme, assign volunteers and print one run sheet with every contact number. A venue visit and a full power and cable check prevent many problems on the day.

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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
Book artists
2 people
2
Reserve venue
3
Check the permit
4
Reserve sound system
5
Check insurance
6
Prepare performance schedule
2 people
7
Gather technical requirements
2 people
8
Check emergency exits
2 people
9
Create a security plan
2 people
10
Send invitations
2 people
11
Open registrations
12
Order catering
13
Collect dietary requirements
14
Process registrations
2 people
15
Assign volunteers
2 people
16
Publish the program
17
Order wristbands
18
Send artist information
19
Create technical floor plan
2 people
20
Print the run sheet
21
Print contact list
22
Carry out a site visit
2 people
23
Test power outlets
2 people
24
Check the shopping list
2 people
25
Do the shopping
2 people
26
Chill drinks
2 people
27
Prepare snacks
3 people
28
Prepare the cash register
29
Prepare materials
3 people

Event

30
Open venue
2 people
31
Receive deliveries
2 people
32
Set up stage sections
4 people
33
Set up the tents
4 people
34
Set up tables
3 people
35
Set up chairs
4 people
36
Set up the sound system
3 people
37
Connect microphones
2 people
38
Hang the lighting rig
3 people
39
Secure cables
2 people
40
Test the equipment
3 people
41
Set up instruments
2 people
42
Set up backstage
2 people
43
Build the catering buffet
3 people
44
Display drinks
2 people
45
Set up coffee station
2 people
46
Check restroom facilities
2 people
47
Set up the entrance booth
2 people
48
Give the safety briefing
2 people
49
Welcome performers
2 people
50
Run the sound check
4 people
51
Welcome visitors
3 people
52
Hand out wristbands
2 people
53
Support the first performance
3 people
54
Serve snacks
3 people
55
Refill drinks
2 people
56
Support the second performance
3 people
57
Restock the buffet
2 people
58
Guide the third performance
3 people
59
Keep the audience area clean
2 people
60
Play break music
61
Support the main performance
4 people
62
Serve the last round
3 people
63
See visitors out
3 people

Aftercare

64
Close the register
2 people
65
Switch off the sound equipment
2 people
66
Clean up catering
3 people
67
Collect waste
3 people
68
Wash dishes
3 people
69
Clear away chairs and tables
4 people
70
Remove decorations
2 people
71
Dismantle the stage
4 people
72
Take down tents
4 people
73
Clean the venue
4 people
74
Inventory materials
2 people
75
Return borrowed items
2 people
76
Return rental equipment
2 people
77
Store leftovers
2 people
78
Collect invoices
79
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Stage sectionsqty 12
Stage steps
High tablesqty 6
Tablesqty 8
Chairsqty 100
Bar stoolsqty 6
Coat racksqty 2

Equipment

Speakersqty 2
Subwoofersqty 2
Mixing console
Microphonesqty 5
Microphone standsqty 5
DI boxesqty 3
Monitor speakersqty 2
Monitor standsqty 2
XLR cablesqty 12
Jack cablesqty 8
Audio multicable
Extension cordsqty 10
Power stripsqty 8
Cable reelsqty 4
Power splitterqty 2
Music standsqty 4
Guitar standsqty 4
Cash register
Cash box
Payment terminal
Walkie-talkiesqty 6
Flashlightsqty 6

Lighting

Stage spotlightsqty 6
Light standsqty 2
Mood lightingqty 8
Battery lanternsqty 6

Tableware

Reusable cupsqty 150
Wine glassesqty 30
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving plattersqty 12
Serving utensilsqty 12
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Ice packsqty 20

Decorations

Stage drapesqty 4
Buntingqty 8
Program postersqty 12
Directional signsqty 10
Tableclothsqty 14
Name badgesqty 20

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop setsqty 2
Cleaning bucketsqty 3
Hand soap dispensersqty 4
Toilet paper holdersqty 4

Catering

Wristbandsqty 150
Groceries

Tips

Book the sound system as soon as the artists are confirmed, then collect each act’s technical requirements in one document. Check that you have enough microphones, DI boxes, monitor speakers, XLR cables and a suitable mixing console before publishing the programme.
Schedule the day backwards from the first performance. Allow time for load-in, line check, soundcheck, stage changes and at least 30 minutes for unexpected delays; a programme that leaves no buffer will usually run late.
Visit the venue before ordering furniture and lighting. Test the available power points, measure access routes for stage sections and speakers, and confirm where the podium stairs, garderobe racks, bar and audience seating can safely go.
Do not leave safety checks until the event morning. Confirm the permit and insurance requirements, inspect emergency exits, prepare the security plan and give volunteers clear roles before registrations open.
Send the final artist information and programme at least 7 days before the concert. Print the run sheet and contact list, prepare wristbands and reusable cups, and complete the shopping check so small consumables do not become a last-minute task.

Frequently asked questions

How far in advance should I book artists for a concert?: Aim to confirm the artists and venue at least 3 to 6 months before the concert. This gives you time to collect technical requirements, reserve the sound system, check permits and build a realistic performance schedule.
When should I check concert permits and insurance?: Check both before announcing the concert or opening registrations, preferably 8 to 12 weeks in advance. Requirements depend on the venue and event setup, so confirm them early enough to change the plan if needed.
How much time should I allow for soundcheck at a concert?: Allow at least 30 to 45 minutes per act, plus 15 to 30 minutes for each stage change. Add a final system check before doors open; several acts sharing microphones or monitors need extra changeover time.
When should I send the concert programme to artists and guests?: Send artists their arrival times, technical information and contact details at least 7 days before the event. Publish the audience programme once registrations and performance times are stable, ideally 1 to 2 weeks in advance.

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.