How to organise a concert without missing the critical details

Start by fixing the date and venue, then book the artists before building the programme and opening registrations. Work backwards from doors opening: confirm the visitor list, send artists their practical information, check exits and prepare the equipment plan. On the day, allow separate time for the stage, sound system, lighting, seating, registration desk and bar. The details people often leave too late are dietary requirements, weather checks, chilled drinks and enough time for a proper sound check.

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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 people
2
Book artists
2 people
3
Make reservations
4
Compile program
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Inventory equipment
2 people
9
Check emergency exits
2 people
10
Hang up promotion
2 people
11
Create the final visitor list
12
Send artist information
13
Check the weather forecast
14
Check the shopping list
2 people
15
Do the shopping
3 people
16
Collect equipment
2 people
17
Open venue
2 people
18
Mark the stage and audience area
2 people
19
Set up the stage
4 people
20
Set up the sound system
3 people
21
Connect lighting
2 people
22
Set up chairs and tables
3 people
23
Set up the registration desk
2 people
24
Set up bar and serving station
3 people
25
Chill drinks
2 people
26
Prepare snacks
3 people
27
Hang decorations
2 people
28
Perform the technical sound check
4 people
29
Welcome performers
2 people
30
Set up backstage
2 people

Event

31
Open the public entrance
3 people
32
Register visitors
3 people
33
Serve drinks and snacks
4 people
34
Support the first concert block
3 people
35
Refill drinks
2 people
36
Checking the break and public area
2 people
37
Support the second concert block
3 people
38
Restock Snacks
2 people
39
Support the third concert block
3 people
40
Support the final concert block
3 people
41
Guide the audience to the exit
3 people

Aftercare

42
Turn off the sound equipment
2 people
43
Close the bar
2 people
44
Collect waste
3 people
45
Wash dishes
3 people
46
Dismantle furniture
4 people
47
Clean the venue
4 people
48
Return equipment
2 people
49
Store leftover stock
2 people

What to bring

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

Furniture

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

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 3
Microphonesqty 6
Microphone standsqty 6
D.I. boxesqty 4
Instrument cablesqty 12
XLR cablesqty 15
Power stripsqty 8
Extension cordsqty 10

Lighting

Stage spotlightsqty 6
Light standsqty 2
Mood lightingqty 4
Battery lampsqty 6

Tableware

Glassesqty 120
Coffee cupsqty 40
Platesqty 120
Cutlery setsqty 120

Kitchen

Coolersqty 4
Drink dispensersqty 2
Thermos flasksqty 4
Serving traysqty 6
Pliersqty 6
Cutting boardsqty 3
Knivesqty 4

Decorations

Stage drapesqty 4
Buntingqty 8
Tapeqty 6
Directional signsqty 8

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop setsqty 2
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the running order before sending invitations, and give each artist a clear arrival time, set length and sound-check slot. A programme that is still changing after registrations open creates confusion for visitors and performers.
Create one equipment inventory covering the mixing console, speakers, monitors, microphones, D.I. boxes, cables, power strips and extension cords. Check every item before collection so a missing cable does not delay the setup.
Plan the venue setup from the audience backwards: mark the stage and audience area first, then place chairs, tables, coat racks, the registration desk and the bar. Keep exits and walkways clear rather than filling every available space.
Finish registrations with a firm deadline and collect dietary requirements at the same time. Prepare the final visitor list before the event day, instead of trying to reconcile names at the registration desk while doors are opening.
Use the final day for the weather forecast, shopping-list check and drink chilling, not for major decisions. Open the venue early enough to build the stage, connect sound and lighting, test the microphones and leave time to fix faults before visitors arrive.

Frequently asked questions

How far in advance should I organise a concert?: Confirm the date and venue first, then book the artists before promoting the event. Set the registration deadline at least 3 days before the concert so you can create the final visitor list and respond to dietary requirements.
How much time do I need to set up a concert venue?: Allow at least 4 hours for a small concert setup, including the stage, sound system, lighting, chairs, registration desk and bar. Add extra time if several artists need individual sound checks or if equipment must be collected on the same day.
When should I send artists the concert information?: Send the practical artist information at least 7 days before the concert, including the programme, arrival time, sound-check slot, venue access and equipment available. Send any final changes as soon as they are confirmed.
When should I check the weather for an outdoor concert?: Check the forecast the day before and again on the morning of the concert. Use those checks to confirm access, lighting, visitor arrangements and whether equipment or drinks need additional protection.

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.