How to organise a drive-in concert

A drive-in concert needs two plans running together: the live show and the movement of cars across the site. Start by confirming the venue, date, permits and artist requirements before booking technical equipment or sending invitations. Then design the parking layout, specify how guests receive audio through FM receivers or another agreed system, and schedule arrivals, catering, toilets and security. The final week is about confirming every delivery, printing contact details and preparing for weather, power and traffic problems.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm location and date
2
Check permits and notifications
3
Book performers
2 people
4
Align technical requirements with artists
2 people
5
Check insurance policies
6
Book security and traffic marshals
7
Book catering
8
Reserve toilets
9
Reserve tech and screen
10
Create a site map
2 people
11
Determine parking spaces and walkways
2 people
12
Send invitations
2 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Make parking passes and wristbands
2 people
16
Print the run sheet and contact list
17
Check the weather forecast
18
Confirm deliveries and arrival times
2 people
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Prepare catering and dietary meals
4 people
22
Inspect the grounds
3 people
23
Set up traffic signs
3 people
24
Mark off parking spaces
4 people
25
Set up the stage
6 people
26
Set up the sound system
4 people
27
Set up projection screen
4 people
28
Install lighting
3 people
29
Connect power supply
3 people
30
Cover cables safely
3 people
31
Set up catering stations
4 people
32
Set up tables and chairs
4 people
33
Set up and stock toilets
2 people
34
Place waste stations
2 people
35
Hang up decorations
3 people
36
Set up the artist dressing room
2 people
37
Perform the technical sound check
5 people
38
Carry out a light and image test
3 people
39
Hold a staff briefing
6 people

Event

40
Welcome visitors
6 people
41
Mark parking spaces
8 people
42
Check parking passes
4 people
43
Share the program and safety rules
3 people
44
Serve coffee and tea
3 people
45
Serve snacks
4 people
46
Refill drinks
3 people
47
Replenish catering supplies
2 people
48
Check toilets
2 people
49
Check the site and traffic flow
3 people
50
Start the opening act
3 people
51
Start the main concert
4 people
52
Provide break catering
4 people
53
Handle audience questions and reports
2 people
54
Explain the closing announcement and departure
2 people
55
Guide departing traffic
8 people
56
Serve the final drinks
2 people

Aftercare

57
Collect lost items
3 people
58
Clean up catering
4 people
59
Collect and sort waste
5 people
60
Switch off equipment
3 people
61
Take down the sound system
4 people
62
Dismantle lighting
3 people
63
Take down the stage and screen
6 people
64
Clear tables and chairs
4 people
65
Clean the grounds
5 people
66
Have toilets collected
67
Check and clean materials
3 people
68
Return borrowed materials
2 people
69
Dispose of waste
2 people
70
Hand over the venue
2 people

What to bring

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

Furniture

High tablesqty 8
Foldable tablesqty 12
Folding chairsqty 40
Beer tablesqty 10
Party tentsqty 4
Dressing room furniture

Equipment

Stage
Sound mixing console
Stage speakersqty 4
Subwoofersqty 2
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Projection screen
Projector
FM transmittersqty 2
FM receiversqty 4
Laptop
Spare cable setsqty 2
Cable reelsqty 8
Extension cordsqty 12
Cable traysqty 20
Power stripsqty 10

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Flashlightsqty 10
Spare batteriesqty 24

Safety

Fire extinguishersqty 4
First aid kitsqty 2
Crowd control barriersqty 30
Traffic conesqty 40
Traffic signsqty 12
Reflective vestsqty 15
Marker tapeqty 10

Decorations

Stage drapesqty 4
Flagsqty 20
Bannersqty 6
Bannersqty 8

Catering

Coolersqty 8
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 3
Groceries

Tableware

Reusable cupsqty 300
Reusable wine glassesqty 80
Platesqty 200
Cutlery setsqty 200
Serving traysqty 12
Pitchersqty 8

Cleaning

Waste binsqty 20
Waste binsqty 6
Litter pickersqty 6
Bucketsqty 6
Broom setsqty 6
Mopsqty 4
Cleaning cratesqty 4

Tips

Confirm the artists’ technical requirements before booking the stage, sound mixing console, speakers, microphones, monitors and projector. Allow at least 2–3 weeks to resolve power, connection and screen-position questions.
Draw the parking plan before selling or assigning spaces. Mark vehicle bays, pedestrian walkways, toilets, catering points and emergency access, then decide how many traffic marshals are needed for opening and closing.
Test the FM transmitters and receivers on the actual site at least 7 days before the concert. Check the broadcast range from the furthest parking space and keep spare cable sets, batteries and a backup audio route available.
Set a written arrival schedule with delivery times, artist access, soundcheck, gates opening and show start. Send parking passes and wristbands before the event, and print the run sheet and contact list for the team on site.
Treat weather and power as operational risks, not last-minute details. Check the forecast 48 hours before opening, secure tents and lighting, keep fire extinguishers visible, and confirm who can make the decision to pause or cancel the show.

Frequently asked questions

How far in advance should I plan a drive-in concert?: Start at least 8–12 weeks before the concert. Use the first two weeks to confirm the venue, date, permits, insurance and performers; technical, traffic and catering bookings should follow before invitations go out.
How many parking spaces do I need for a drive-in concert?: Base the number on your confirmed registrations, then add roughly 10% capacity for operational flexibility if the site allows it. Reserve separate space for accessible parking, staff, performers, deliveries, emergency access and walkways rather than filling every available bay.
When should FM audio equipment be tested for a drive-in concert?: Run a full on-site test at least 7 days before the event and repeat it during soundcheck on the day. Test the furthest parking space, several receivers, the transmitter frequency and the backup power or cable plan.
What should I do if it rains on the day of a drive-in concert?: Check the forecast 48 hours and again 6 hours before opening, then use the agreed weather procedure. Confirm who decides whether the show continues, how guests are notified, and whether tents, equipment, cables and traffic routes remain safe.

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.