How to organise a folk concert from start to finish

A folk concert runs smoothly when artistic, technical and visitor planning happen in the right order. Confirm the date and venue first, then book the artists and check the music licence before opening registrations. Sound requirements, catering, volunteers and visitor information need to be settled well before the event day. This plan takes you from the first arrangements to the final chair, cable and drinks check at the venue.

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 date and location
2
Book artists
3
Check the music permit
4
Reserve audio equipment
5
Make catering arrangements
6
Confirm reservations
7
Send invitations
2 people
8
Open online registrations
9
Publish the program
10
Process registrations
11
Collect dietary requirements
12
Gather artist information
13
Schedule volunteers
14
Record technical requirements
15
Print the run sheet
16
Print the visitor list
17
Send artist briefing
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Check the venue
2 people
22
Set out furniture
3 people
23
Clear the stage area
2 people
24
Set up tables
3 people
25
Set up chairs
3 people
26
Set up the sound system
3 people
27
Connect microphones
2 people
28
Install lighting
2 people
29
Hang up decorations
2 people
30
Set up the bar
3 people
31
Set up the buffet
3 people
32
Set up registration desk
2 people
33
Test the equipment
3 people
34
Run the sound check
4 people

Event

35
Welcome performers
2 people
36
Welcome visitors
3 people
37
Register entry
2 people
38
Give the opening speech
39
Support the first performance
2 people
40
Serve snacks
3 people
41
Refill drinks
2 people
42
Support the second performance
2 people
43
Restock break supplies
2 people
44
Guide the third performance
2 people
45
Moderate audience questions
46
Lead the final performance
2 people
47
Farewell and thank-you speech
48
See visitors out
2 people

Aftercare

49
Close the bar
2 people
50
Switch off equipment
2 people
51
Collect tableware
3 people
52
Collect waste
3 people
53
Clean the venue
4 people
54
Put furniture back
3 people
55
Return equipment
2 people
56
Store leftover stock
2 people
57
Collect lost and found items

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 100

Equipment

Speakersqty 2
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 2
XLR cablesqty 12
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Spare batteriesqty 24

Lighting

LED stage lightsqty 6
Atmosphere lightsqty 12
Light standsqty 4

Decorations

Stage drapesqty 3
Buntingqty 6
Tableclothsqty 8
Menusqty 10
Name badgesqty 10

Tableware

Drinking glassesqty 120
Wine glassesqty 80
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving traysqty 8
Cutting boardsqty 3
Kitchen knivesqty 4
Pliersqty 6
Small bowlsqty 12

Cleaning

Washing-up bowlsqty 2
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Start with the date, venue and artists. Once those are confirmed, check the music licence and record each act’s technical requirements before publishing the programme.
Build the registration process around practical information, not just names. Collect dietary requirements in advance and set a clear closing point for registrations so catering numbers are usable.
Treat sound as a separate workstream. Confirm speakers, microphones, stands, DI boxes, monitors, cables and power needs, and arrange backup audio equipment before the concert week.
Send the artist briefing and volunteer rota several days before the concert. Include arrival times, stage access, the running order and who handles registrations, catering and technical questions.
Use the final setup as a timed checklist rather than improvising. Clear the stage area first, then place furniture, tables and chairs, set up the sound and lighting, cool the drinks and print the run sheet and visitor list.

Frequently asked questions

How far in advance should I organise a folk concert?: Start at least 8 to 12 weeks ahead for a small or medium folk concert. That gives you time to confirm artists, check the music licence, open registrations and arrange sound, catering and volunteers.
When should I book folk concert artists?: Book the artists before you publish the programme or invite visitors, ideally 8 weeks before the concert. Collect their technical requirements immediately after confirmation so the audio setup can be checked early.
When should registrations close for a folk concert?: Close registrations 5 to 7 days before the concert if catering is involved. Use the final list to confirm attendance, dietary requirements, name badges and the number of chairs and place settings.
How long before the concert should the venue setup start?: Allow at least 4 to 6 hours for the final setup, depending on the room and audio system. Set up the stage and sound first, then furniture, lighting, tables, drinks and the visitor check-in area.

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.