How to organise a country concert from start to finish

A country concert needs more than a band and a stage. Start by confirming the date, location and visitor capacity, then secure the musicians, sound supplier and stage before promoting tickets. Permits, insurance, first aid, security and parking information should be settled while registrations are open, not during the final week. In the last few days, turn the plan into a timed run sheet, check the forecast, chill the drinks and prepare the catering.

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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
Hire musicians
2 people
3
Reserve an audio supplier
4
Reserve stage
5
Check permits
2 people
6
Check insurance
7
Determine visitor capacity
2 people
8
Set ticket price
2 people
9
Set up the ticketing system
2 people
10
Send invitations
2 people
11
Post promotion online
2 people
12
Hang posters
3 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Book catering
2 people
16
Arrange first aid coverage
2 people
17
Arrange security
2 people
18
Publish parking information
19
Print the run sheet
2 people
20
Print contact list
21
Check the weather forecast
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Prepare catering
4 people
25
Sort materials
3 people

Event

26
Open venue
2 people
27
Have the stage set up
4 people
28
Set up the sound system
4 people
29
Install lighting
3 people
30
Check power connections
2 people
31
Set up tents
4 people
32
Set up tables
3 people
33
Set up chairs
4 people
34
Install dance floor
4 people
35
Hang up decorations
3 people
36
Put up directional signs
2 people
37
Set up the bar
3 people
38
Set up the buffet
4 people
39
Set out tableware
2 people
40
Set up the cash register
2 people
41
Set up the registration desk
2 people
42
Welcome performers
2 people
43
Run the sound check
5 people
44
Brief the catering team
2 people
45
Brief volunteers
3 people
46
Check toilets
2 people
47
Final safety sweep
3 people
48
Open the doors
4 people
49
Scan Tickets
4 people
50
Welcome guests
3 people
51
Serve aperitifs
4 people
52
Support opening act
2 people
53
Serve the buffet
5 people
54
Refill drinks
3 people
55
Refill snacks
2 people
56
Collect tableware
3 people
57
Empty trash bins
2 people
58
Restock toilets
2 people
59
Monitor crowd flow
2 people
60
Assist performers
2 people
61
Announce the main act
62
Support the performance
3 people
63
Announce the final round
64
Guide guests to the exit
3 people
65
Turn off the sound
2 people

Aftercare

66
Close the register
2 people
67
Clean up catering
4 people
68
Collect waste
4 people
69
Wash dishes
3 people
70
Clean the venue
4 people
71
Remove decorations
3 people
72
Put furniture back
4 people
73
Have the stage dismantled
4 people
74
Return sound equipment
3 people
75
Return the tents
3 people
76
Store leftover stock
2 people
77
Collect lost and found items
2 people
78
Finalize suppliers
2 people
79
Process payments
2 people

What to bring

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

Furniture

Beer tablesqty 12
Folding chairsqty 120
Bar stoolsqty 12
Buffet tablesqty 6
Cash desk table
Coat racksqty 2
Stage
Dance floor
Patio heatersqty 4
Party tentsqty 3

Tableware

Dinner platesqty 150
Dessert platesqty 150
Cutlery setsqty 150
Water glassesqty 150
Wine glassesqty 100
Beer glassesqty 150
Coffee cupsqty 80
Serving plattersqty 20
Serving spoonsqty 12

Decorations

Country flagsqty 20
Sack racesqty 12
Artificial flower bouquetsqty 12
Chalkboardsqty 8
Table runnersqty 12
Stage backdrop
String lightsqty 12

Equipment

Speakersqty 4
Subwoofersqty 2
Mixing console
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Light standsqty 4
LED stage spotlightsqty 8
Music standsqty 4
Guitar cablesqty 8
Spare batteriesqty 24

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 6
Paring knivesqty 6
Serving traysqty 10
Ice cube traysqty 8
Bottle openersqty 6
Corkscrewsqty 4
Aluminum foilqty 4
Cling filmqty 4
Food containersqty 20

Cleaning

Waste binsqty 12
Trash bag holdersqty 6
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 24
Hand soap dispensersqty 6
Towel dispensersqty 6
Toilet brushesqty 6

Lighting

LED lanternsqty 12
Emergency lightingqty 6
Battery lanternsqty 8

Catering

Groceries

Tips

Confirm the venue capacity before setting the ticket price or opening registrations. The number of folding chairs, beer tables, buffet tables and toilets must match the permitted visitor limit.
Book the musicians, stage and audio supplier in that order of dependency, then confirm the technical requirements. Wireless microphones, speakers, subwoofers and a mixing console should be tested before the first soundcheck.
Publish parking and arrival information when you send invitations and post promotion. Include a clear arrival time, access instructions and any limits on the number of vehicles per group.
Finish safety arrangements before ticket sales gather pace. Check permits and insurance, arrange first aid and security, and keep a printed contact list available for the event team.
Use the final 24 hours for practical checks rather than major decisions: check the weather forecast, chill the drinks, sort materials and print the run sheet. Set up lighting, the stage backdrop, tables and seating early enough to leave time for a full audio test.

Frequently asked questions

How far in advance should I organise a country concert?: Start at least 3 to 6 months ahead if you need musicians, a stage, professional audio and permits. Open ticket sales only after the date, location, capacity and core suppliers are confirmed.
How many drinks should I buy for a country concert?: For the first hour, allow about 2 to 3 drinks per person, then roughly 1 drink per person per hour. Add water and non-alcoholic options, and chill the drinks at least 12 hours before the event.
When should I book sound equipment for a country concert?: Reserve the audio supplier as soon as the musicians and venue are confirmed, ideally at least 6 to 8 weeks before the concert. Schedule a soundcheck before doors open and test every microphone, speaker and monitor connection.
When should I arrange catering and collect dietary requirements?: Collect dietary requirements during registration and give the caterer the final numbers at least 7 days before the concert. Prepare serving tables, plates, cutlery and glasses before guests arrive.

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