How to organise a crossover concert

A crossover concert brings different performers, instruments and audiences into one programme, so the production needs a clear sequence from the start. Set the date and programme before booking the venue or confirming artists, then match the room, sound system and lighting to the technical requirements. Build the technical floor plan and crew schedule well before the event, and leave time for permits, insurance, travel and dietary information. The final hours are for checking stock, preparing catering, chilling drinks and opening the venue without last-minute decisions.

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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
Set the date and program
2 people
2
Reserve venue
3
Confirm performers
2 people
4
Gather technical requirements
2 people
5
Check permits
6
Check insurance
7
Reserve Sound System
8
Reserve the lighting setup
9
Book catering
10
Recruit volunteers
2 people
11
Send invitations
2 people
12
Process registrations
13
Collect dietary requirements
14
Create technical floor plan
2 people
15
Confirm artist travel
16
Print the run sheet
17
Send audience information
18
Create the crew schedule
19
Check the shopping list
2 people
20
Check stock and materials
2 people
21
Do the shopping
2 people
22
Prepare artist information
23
Chill drinks
2 people
24
Prepare catering
3 people

Event

25
Open venue
2 people
26
Set up the stage
4 people
27
Set up sound equipment
4 people
28
Set up lighting equipment
3 people
29
Connect power supply
2 people
30
Set up the audience area
4 people
31
Set up chairs
3 people
32
Set up tables
2 people
33
Hang decorations
2 people
34
Set up artist rooms
2 people
35
Set up the catering buffet
3 people
36
Set up cash register and reception
2 people
37
Set out drinks
2 people
38
Perform the technical sound check
4 people
39
Run artist soundcheck
5 people
40
Label microphones
2 people
41
Check doors and walkways
2 people
42
Welcome the audience
4 people
43
Announce the program
44
Support the first concert block
4 people
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Lead the break
3 people
48
Artist support
2 people
49
Support the second concert block
4 people
50
Serve hot snacks
3 people
51
Handling audience questions
2 people
52
Support the third concert block
4 people
53
Lead the final
4 people
54
Guide the audience to the exit
3 people
55
Clear away the last drinks
2 people
56
Switch off equipment
3 people

Aftercare

57
Dismantle audio equipment
4 people
58
Dismantle lighting equipment
3 people
59
Dismantle the stage
4 people
60
Collect tableware
3 people
61
Collect waste
3 people
62
Wash dishes
3 people
63
Clean the venue
4 people
64
Inventory materials
2 people
65
Return equipment
3 people
66
Store leftover stock
2 people
67
Hand over keys and venue
2 people
68
Register lost and found items
69
Send a thank-you message

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Chairsqty 110
High tablesqty 10
Buffet tablesqty 6
Foldable tablesqty 4
Artist benchesqty 4
Clothes racksqty 2

Equipment

Mixer
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 6
Instrument cablesqty 15
XLR cablesqty 20
Headphonesqty 2
Laptop
Spare batteriesqty 24
Cable matsqty 12
Gaffer tapeqty 6
Cable tiesqty 100
Cash box
Payment terminal
Walkie-talkiesqty 6
Notice boardsqty 3

Lighting

LED stage spotlightsqty 8
Light standsqty 4
Light controller
Extension cordsqty 12
Power stripsqty 8

Tableware

Glassesqty 120
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 12

Decorations

Backdrop cloth
Buntingqty 12
Tableclothsqty 10
Flower arrangementsqty 8
Program standsqty 4

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mop setsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Start with the programme, date and venue together. Confirm the room can fit the stage sections, chairs, high tables, buffet tables and artist areas before you confirm the layout.
Collect technical requirements from every performer before reserving the mixer, speakers, subwoofers, monitor speakers, microphones, DI boxes and cables. Add spare batteries, gaffer tape and cable ties to the production check rather than waiting for soundcheck.
Finish permits and insurance checks several weeks before the concert. The same deadline should cover artist travel details, catering requirements and the audience information you need to send.
Create the technical floor plan before building the crew schedule. Mark power points, extension cords, power strips, cable mats, light stands and audience routes so cables do not become a problem during setup.
Use the run sheet to control the final day: check shopping and stock first, prepare artist information, chill drinks, set up catering and open the venue only after the stage, lighting and safety routes have been checked.

Frequently asked questions

How far in advance should I organise a crossover concert?: Start at least 8 to 12 weeks before the concert. Use the first 2 weeks for the date, programme, venue and performers, then complete technical planning, permits, invitations and catering before the final fortnight.
When should I confirm the technical requirements for the performers?: Collect them immediately after the performers are confirmed, ideally 6 to 8 weeks before the concert. Use the information to reserve the sound and lighting equipment and create the technical floor plan.
How many volunteers do I need for a crossover concert?: Plan at least 1 volunteer for every 25 to 40 audience members, then add separate people for artist support, registration and catering. Confirm the crew schedule no later than 1 week before the event.
When should I send audience information and process registrations?: Send the first invitation or registration link 4 to 6 weeks before the concert. Send practical audience information again 3 to 5 days before the event, after the programme and access details are final.

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.