How to organise a concert tour from the first date to the final show

A concert tour becomes manageable when you lock the route and commitments before building the production around them. Start with confirmed dates, venues and performers, then align contracts, travel, accommodation and technical riders. Ticket sales and promotion should open only after the schedule is reliable. The final phase is about turning each show into a repeatable operation: sound, lighting, stage layout, catering, crew access and a printed run sheet.

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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 concert dates
2 people
2
Reserve venues
2 people
3
Confirm performers
2 people
4
Check contracts
2 people
5
Develop travel itineraries
2 people
6
Reserve overnight stays
7
Gather technical requirements
2 people
8
Check technical riders
2 people
9
Create sound plan
2 people
10
Create lighting plan
2 people
11
Create a stage plan
2 people
12
Check permits
2 people
13
Check insurance policies
14
Send invitations
2 people
15
Open ticket sales
2 people
16
Publish promotion
2 people
17
Send press releases
18
Process registrations
2 people
19
Collect dietary requirements
20
Order catering
2 people
21
Assign volunteers
2 people
22
Print the run sheet
23
Send artist information
24
Make crew passes
2 people
25
Check equipment
3 people
26
Do the shopping
3 people
27
Load transport
4 people

Event

28
Open venue
2 people
29
Receive deliveries
3 people
30
Set up the stage
6 people
31
Set up the sound system
4 people
32
Set up lighting
3 people
33
Set up the backline
3 people
34
Securely finish cables
2 people
35
Set up catering
3 people
36
Set up artist dressing rooms
2 people
37
Set up the registration desk
2 people
38
Set up the audience area
4 people
39
Hang up decorations
2 people
40
Run the sound check
5 people
41
Perform a lighting check
3 people
42
Welcome performers
2 people
43
Chill drinks
2 people
44
Prepare snacks
3 people
45
Open the doors
3 people
46
Check tickets
3 people
47
Welcome guests
4 people
48
Serve snacks
3 people
49
Serve drinks
3 people
50
Refill drinks
2 people
51
Assist performers
2 people
52
Guide the performances
3 people
53
Carry out stage changes
4 people
54
Check public area
2 people
55
Check toilets
2 people
56
Collect waste
2 people
57
Wrap up the final performance
3 people
58
See guests out
3 people
59
Close the register
2 people

Aftercare

60
Switch off equipment
3 people
61
Tear down stage
6 people
62
Pack audio equipment
4 people
63
Pack lighting equipment
3 people
64
Wash dishes
3 people
65
Clean the venue
4 people
66
Remove decorations
2 people
67
Dispose of waste
2 people
68
Load equipment
4 people
69
Collect lost and found items
2 people
70
Return supplier materials
3 people
71
Store leftover catering
2 people
72
Unload transport
4 people
73
Archive ticket details
74
Collect invoices

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Bar stoolsqty 8
High tablesqty 12
Chairsqty 120
Foldable tablesqty 12
Coat racksqty 4

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 6
Monitor speakersqty 2
XLR cablesqty 20
Jack cablesqty 12
Cable reelsqty 8
Extension cordsqty 12
Laptop
Cable traysqty 12
Gaffer tapeqty 8
Batteriesqty 24
Entrance desk
Ticket scannerqty 2
Walkie-talkiesqty 8
Power banksqty 4

Lighting

LED spotlightsqty 8
Moving headsqty 4
Light standsqty 4
Lighting Console
Work lightsqty 4

Tableware

Drinking glassesqty 150
Coffee cupsqty 40
Platesqty 150
Cutlery setsqty 150
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 6
Small bowlsqty 12

Decorations

Stage drapesqty 4
Bannersqty 6
Tableclothsqty 12
Directional signsqty 10

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Waste binsqty 10
Cleaning glovesqty 8

Catering

Groceries

Tips

Build the route before booking overnight stays. Compare travel time between venues, then reserve accommodation early enough for performers and crew; a late hotel search can force an expensive detour or an arrival after load-in.
Collect every performer’s technical rider before finalising the sound plan. Check channel lists, microphones, DI boxes, monitors, console requirements and power needs against the equipment available at each venue.
Create separate sound, lighting and stage plans for every venue, even if the tour uses the same show. Room size, stage sections, steps, light stands and cable routes can change the setup and the time needed for soundcheck.
Keep public information closed until the core schedule is stable. Confirm dates, venues, performers, contracts, permits and insurance first; changing a published date later also affects tickets, press releases, travel and catering.
Treat show day as a handover problem, not a memory test. Send artist information, prepare crew passes, assign volunteers and print the run sheet before doors open; include equipment checks and a clear contact for technical issues.

Frequently asked questions

How far in advance should you plan a concert tour?: Start the core planning at least 6 to 12 months before the first show. Confirm dates, venues and performers first, then allow time for contracts, permits, travel, technical checks, ticket sales and promotion.
When should concert tour tickets go on sale?: Open ticket sales once dates, venues and performers are confirmed in writing and the main contracts are checked. A practical lead time is 8 to 16 weeks before each show, depending on the audience and promotion plan.
How do you organise technical production for a concert tour?: Collect technical riders before booking or checking equipment, then create sound, lighting and stage plans for each venue. Allow at least one dedicated technical check before doors, including microphones, cables, monitors, speakers, lighting and power.
How much food and drink should you arrange for a concert crew?: Confirm dietary requirements before ordering and use the expected headcount for performers, crew, volunteers and guests. Finalise catering at least 3 to 7 days before each show, then keep drinking glasses and coffee cups available throughout setup and performance.

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.