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

A folk concert depends on a clear running order, reliable sound and enough time for artists and guests to settle in. Start by confirming the venue, budget and performers, then work outward to permits, insurance, technical needs, catering and promotion. The final week is for registrations, dietary details, contracts and the run sheet. On the day, leave time to receive deliveries, set up microphones and speakers, chill drinks and brief volunteers before the doors open.

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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
Reserve venue
2
Book performers
3
Compile the music program
2 people
4
Set the budget
5
Check permits
6
Check insurance
7
Reserve sound system
8
Book catering
9
Write promotional copy
10
Send invitations
2 people
11
Publish the online event
12
Distribute posters
3 people
13
Process registrations
14
Collect dietary requirements
15
Collect artist information
16
Check technical requirements
2 people
17
Create the final run sheet
2 people
18
Assign volunteers
19
Print the program
2 people
20
Check artist contracts
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Open venue
2 people
25
Receive deliveries
2 people
26
Check the hall and entrance
2 people
27
Set up tables and chairs
4 people
28
Clear the stage area
3 people
29
Set up sound equipment
3 people
30
Connect microphones
2 people
31
Set up instruments
3 people
32
Perform sound check
4 people
33
Hang up decorations
2 people
34
Set up bar and buffet
3 people
35
Lay out the programs
2 people

Event

36
Welcome performers
2 people
37
Staff the entrance
2 people
38
Manage the cloakroom
2 people
39
Welcome visitors
2 people
40
Serve coffee and tea
2 people
41
Serve drinks
3 people
42
Serve snacks
3 people
43
Refill drinks
2 people
44
Refill buffet
2 people
45
Announce performances
46
Assist performers
47
Operate technical equipment during performances
2 people
48
Check public area
2 people
49
Wrap up the final performance
2 people
50
See off the artists
2 people
51
Guide the audience to the exit
2 people

Aftercare

52
Disconnect equipment
3 people
53
Put furniture back
4 people
54
Collect waste
3 people
55
Wash dishes
3 people
56
Clean the room
4 people
57
Clean the restrooms
2 people
58
Return sound equipment
2 people
59
Store leftover stock
2 people
60
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 110
Tablesqty 10
Foldable tablesqty 4
Coat racksqty 2
Clothes hangersqty 120

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving spoonsqty 8

Equipment

Speakersqty 2
Mixing console
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
DI boxesqty 3
XLR cablesqty 8
Instrument cablesqty 6
Cable reelsqty 4
Power stripsqty 8
Gaffer tapeqty 4

Lighting

LED work lightsqty 6
Extension cordsqty 6

Decorations

Stage backdropsqty 2
Buntingqty 8
Tableclothsqty 10
Menu standsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Scissorsqty 4
Boxes for leftoversqty 12

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Vacuum cleaner
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the venue, performers and budget before publishing the event. Folk acts may need space for several instruments, so collect their technical requirements and artist information early.
Check permits, insurance and artist contracts at least four weeks before the concert. Waiting until promotion has started can leave you with an advertised event that is not fully covered or approved.
Build the sound plan around the actual performers: microphones, stands, DI boxes, XLR cables, instrument cables, a mixing console and speaker stands. Schedule a soundcheck before guests arrive, not during seating.
Use registrations to estimate chairs, tables, reusable glasses, coffee cups and catering quantities. Collect dietary requirements when people register and give the caterer a final number several days before the concert.
Prepare the final run sheet and volunteer assignments no later than the day before. Allow separate time for receiving deliveries, opening the venue, putting out signage and testing every power strip, cable reel and extension cord.

Frequently asked questions

How far in advance should I organise a folk concert?: Start six to eight weeks ahead for a small concert, especially if performers and a suitable venue are not yet confirmed. Complete contracts, permits, insurance and technical checks at least four weeks before the event.
When should I book the sound system for a folk concert?: Book it as soon as the performers confirm, ideally six weeks before the concert. Send the sound provider the artists’ technical requirements and reserve at least 90 minutes before doors open for setup and soundcheck.
How many drinks do I need for a folk concert?: Plan on two to three drinks per person for the first hour, then about one drink per person for each additional hour. Add non-alcoholic options and keep chilled drinks separate from the stock needed for later in the evening.
When should I send invitations and publish the event?: Publish the event four to six weeks before the concert and send invitations at the same time. Close or review registrations several days before the event so catering, seating and dietary information can be finalised.

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.