How to organise a folk concert from first booking to final encore

A folk concert comes together in a clear order: confirm the date and performers, secure the hall, then handle permits, rights, ticketing and promotion. The technical plan needs early attention because acoustic instruments, vocals and changing stage setups depend on the right microphones, monitors, cables and power supply. In the final week, focus on dietary requirements, volunteer roles, artist information, parking details and tickets. A printed run sheet keeps the day moving when several performers share the stage.

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
Set the date and program
2 people
2
Confirm performers
3
Reserve the venue and hall
4
Check permits
5
Register copyrights
6
Request technical requirements
7
Book catering
8
Reserve security
9
Reserve photographer
10
Design invitations
2 people
11
Send invitations
2 people
12
Open online ticket page
13
Distribute promotional poster
2 people
14
Post social media announcement
15
Process registrations
2 people
16
Collect dietary requirements
17
Assign volunteers
2 people
18
Print the run sheet
19
Send artist information
20
Share route and parking information
21
Create the technical and power plan
2 people
22
Work out the stage layout
2 people
23
Check the purchase list
2 people
24
Order groceries
25
Prepare tickets and wristbands
2 people
26
Check the weather forecast
27
Pick up groceries
2 people
28
Chill drinks
2 people
29
Prepare snacks
3 people
30
Pick up venue keys

Event

31
Open hall
2 people
32
Receive deliveries
2 people
33
Set up the stage
4 people
34
Connect the sound system
3 people
35
Set up lighting
2 people
36
Test power connections
2 people
37
Set up chairs
4 people
38
Set up tables
3 people
39
Set up the catering buffet
3 people
40
Set up the bar
3 people
41
Hang up decorations
3 people
42
Put up directional signs
2 people
43
Check toilets
2 people
44
Set up the artist dressing room
2 people
45
Run the sound check
4 people
46
Set up instruments
3 people
47
Welcome performers
2 people
48
Open the cash desk and entrance
3 people
49
Welcome visitors
4 people
50
Announce the program
51
Serve coffee and tea
3 people
52
Lead the first concert set
3 people
53
Serve snacks
3 people
54
Refill drinks
2 people
55
Announce break
56
Lead the second concert set
3 people
57
Restock the buffet
2 people
58
Announce the evening concert
59
Assist the evening concert
3 people
60
Moderate audience questions
61
Deliver farewell speech
62
Guide the exit
3 people
63
Close the register
2 people
64
Switch off equipment
2 people
65
Pack instruments
3 people
66
Close the bar
2 people

Aftercare

67
Clear away chairs and tables
4 people
68
Remove decorations
2 people
69
Dismantle audio equipment
3 people
70
Dismantle lighting equipment
2 people
71
Wash dishes
3 people
72
Collect waste
3 people
73
Clean the room
3 people
74
Clean the restrooms
2 people
75
Count inventory
76
Gather borrowed materials
2 people
77
Return equipment
2 people
78
Hand over the venue
2 people
79
Sort lost property
80
Pay performers
81
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 8
Stage stepsqty 2
Chairsqty 120
Tablesqty 12
Bar stoolsqty 6
Clothes racksqty 2
Dressing room tablesqty 3
Entrance desk
Bar counter
Waste tableqty 2

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Guitar cablesqty 8
XLR cablesqty 12
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 12
Guitar amplifiersqty 2
Keyboard standsqty 2
Music standsqty 4
Cash boxesqty 2
Card machinesqty 2
Ticket scannersqty 2
Walkie-talkiesqty 6
Power banksqty 4
Tool casesqty 2
Flashlightsqty 4
Batteriesqty 24

Lighting

Stage spotlightsqty 6
Light standsqty 2
Atmosphere lightsqty 8
String lightsqty 6

Tableware

Reusable glassesqty 150
Coffee cupsqty 80
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving spoonsqty 8
Carafesqty 12
Serving traysqty 8
Corkscrewsqty 3
Bottle openersqty 4
Measuring cupsqty 2
Ice spoonsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Coolersqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Storage binsqty 12
Aluminum foilqty 2
Cling filmqty 2
Coolersqty 4
Thermos flasksqty 6
Food warmersqty 4
Serving tongsqty 8
Cutting boardsqty 4

Decorations

Stage backdrop
Tableclothsqty 12
Menu standsqty 8
Program boardsqty 4
Directional signsqty 10
Name badgesqty 30
Entrance sign
Menu boardsqty 4
Table numbersqty 12
Flagsqty 10
Cable tiesqty 100
Gaffer tapeqty 6
Ropeqty 2

Catering

Groceries

Cleaning

Dustpan and brushqty 3
Broomqty 3
Mopqty 3
Bucketsqty 4
Trash binsqty 8
Cleaning glovesqty 8
Waste binsqty 4

Tips

Confirm the performers and their technical requirements before finalising the stage plan. Ask for channel lists, instrument details and power needs early enough to resolve missing microphones, DI boxes or cables.
Book the venue before opening ticket sales, then check permits and copyright registration immediately. Allow at least 4–6 weeks for approvals or corrections, especially if the hall, amplified sound or catering requires separate arrangements.
Build the programme around realistic changeover times. Allow 15–20 minutes between acts if microphones, guitar amplifiers, keyboard stands or music stands need to be moved, and include a proper sound check before doors open.
Send invitations and publish the ticket page only after the date, programme and venue information are fixed. Send route and parking details at least 7 days before the concert, then prepare tickets and wristbands in advance rather than at the door.
Assign volunteers with named shifts and print the run sheet on the day. Keep the technical and power plan beside the mixing console, and check cable trays, extension cords and power strips before the audience arrives.

Frequently asked questions

How far in advance should I organise a folk concert?: Start 3–6 months ahead for a small concert, especially if performers and a popular hall are involved. Aim to have the date, programme, venue and artist agreements confirmed at least 12 weeks before the event.
When should I open ticket sales for a folk concert?: Open the online ticket page once the date, programme, venue and basic travel information are confirmed, usually 8–12 weeks before the concert. Stop making major programme changes after sales begin.
How much time should I allow for a folk concert sound check?: Allow at least 60–90 minutes for the full sound check, plus 15–20 minutes for each act that needs a separate setup. Include time to test stage monitors, microphones, DI boxes, amplifiers and power connections.
When should I send information to folk concert performers?: Send the final artist information 7–10 days before the concert. Include arrival time, route, parking, stage schedule, sound-check time, dressing-room details and a contact person for the day.

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.