How to organise a covers concert

A covers concert needs more than a band and a room. Start by confirming the performance, venue access and the band’s technical requirements before sending invitations. Then build the schedule around soundcheck, doors, food and the set, while keeping safety and guest information visible. The details most often missed are access times, power, monitor needs, dietary requests and enough time to chill drinks before guests arrive.

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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 performance with the band
2
Confirm the venue and access times
3
Check sound and power requirements
2 people
4
Reserve sound equipment
5
Notify nearby residents about the noise
6
Check required permits
7
Send invitations
2 people
8
Register sign-ups
9
Collect dietary requirements
10
Create visitor list
11
Create program and schedule
12
Receive the band's setlist
13
Coordinate stage layout with the band
2 people
14
Prepare sound plan
2 people
15
Create safety and evacuation plan
2 people
16
Order groceries
17
Check rental equipment
2 people
18
Make signage
19
Print visitor list and program
20
Collect sound equipment
2 people
21
Go shopping
2 people
22
Check expiry dates and quantities
2 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Load materials for transport
3 people
26
Open the venue and check the rooms
2 people
27
Check power outlets and emergency exits
2 people
28
Set up tables and chairs
4 people
29
Set up the sound system
4 people
30
Connect microphones and instruments
3 people
31
Set up lighting
2 people
32
Hang up decorations
3 people
33
Set up the drinks and snacks buffet
3 people
34
Check toilets and sinks
35
Set up signage
2 people
36
Run the sound check
4 people
37
Receive the band and show them the dressing room
2 people

Event

38
Staff the entrance and reception
2 people
39
Serve coffee and tea
2 people
40
Serve snacks
2 people
41
Refill drinks
2 people
42
Lead the first concert set
2 people
43
Restock break buffet
2 people
44
Lead the second concert set
2 people
45
Check performance and audience area
2 people
46
Guide the final concert set
2 people
47
Settle with the band and landlord
48
Guide visitors safely outside
3 people

Aftercare

49
Store leftovers refrigerated
2 people
50
Tear down audio equipment
4 people
51
Dismantle furniture and decor
4 people
52
Collect and sort waste
3 people
53
Wash dishes and glassware
3 people
54
Clean the venue and toilets
3 people
55
Check and pack materials
3 people
56
Return sound equipment
2 people
57
Hand over keys and venue

What to bring

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

Furniture

Beer tablesqty 8
Chairsqty 80
Buffet tablesqty 3
Clothes racksqty 2

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixer
Stage monitorsqty 3
Singing microphonesqty 4
Microphone standsqty 5
DI boxesqty 3
XLR cablesqty 12
Jack cablesqty 8
Speaker cablesqty 6
Extension cordsqty 4
Power stripsqty 8
Cable traysqty 6
Gaffer tapeqty 4

Lighting

LED spotlightsqty 8
String lightsqty 6
Light standsqty 2

Tableware

Reusable drinking glassesqty 100
Wine glassesqty 40
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 4

Decorations

Tableclothsqty 8
Stage backdrop
Balloon archesqty 2
Directional signsqty 8
Program postersqty 12

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 3

Catering

Groceries

Tips

Confirm the venue’s access and loading times with the band before booking sound equipment. Allow at least 90 minutes before doors for unloading, stage setup and soundcheck.
Ask for the band’s setlist and input list early, then match it against the PA speakers, subwoofers, microphones, DI boxes, monitors and cables you have arranged. Missing one cable or monitor can delay the entire soundcheck.
Plan power and cable routes before equipment arrives. Keep extension cords and power strips away from walkways, cover crossings with cable trays or gaffer tape, and include the setup in the safety and escape plan.
Send invitations only after the venue, performance time and access plan are fixed. Close registrations with enough time to print the visitor list, collect dietary requirements and adjust food quantities.
Set a firm preparation deadline for the day itself: chill drinks several hours ahead, check food dates and quantities, and finish loading equipment before the band’s arrival window rather than during it.

Frequently asked questions

How far in advance should I organise a covers concert?: Start at least 8 to 12 weeks ahead if you need to confirm a band, venue, sound equipment and any required permits. Send invitations after the main technical and timing details are confirmed.
How much time does a covers band need for setup and soundcheck?: Reserve at least 90 minutes before guests arrive for unloading, stage layout, wiring and soundcheck. Allow extra time if the venue has difficult access or the PA equipment is being collected on the same day.
How many drinks should I provide for a covers concert?: For the first hour, plan on two to three drinks per guest, then roughly one drink per person per hour. Add non-alcoholic options and keep drinks cold several hours before doors open.
When should I collect dietary requirements from guests?: Ask for dietary requirements when guests register and set a response deadline at least 7 days before the concert. Use the final list to check snack quantities and label suitable food before serving.

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.