How to organise a forest concert
A forest concert needs more than a stage and a band. Start by checking the grounds, access and power supply before you reserve equipment or publish the programme. Then work through permits, contracts, toilets, insurance and the safety plan while there is still time to change the setup. Close to the event, focus on transport information, registrations, dietary requirements, weather, printed routes, drinks and catering so the audience and artists know what to expect.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Inspect the venue and grounds
2 people
- 2
Reserve forest venue
- 3
Apply for event permit
- 4
Confirm artist contracts
- 5
Reserve audio equipment
- 6
Reserve stage sections
- 7
Reserve toilet facilities
- 8
Check insurance
- 9
Prepare safety plan
2 people
- 10
Determine evacuation routes
2 people
- 11
Record emergency contacts
- 12
Check power supply
2 people
- 13
Compile program
2 people
- 14
Send invitations
2 people
- 15
Process registrations
- 16
Collect dietary requirements
- 17
Arrange parking spaces
- 18
Communicate the bike route
- 19
Send artist information
- 20
Check the weather forecast
- 21
Print program and route
2 people
- 22
Do the shopping
3 people
- 23
Chill drinks
2 people
- 24
Prepare snacks
3 people
- 25
Set out catering crates
2 people
- 26
Test technical equipment
2 people
- 27
Brief volunteers
2 people
- 28
Cordon off the area
3 people
- 29
Set up the stage
5 people
- 30
Set up tents
4 people
- 31
Set up tables
4 people
- 32
Set up chairs
4 people
- 33
Connect the sound system
3 people
- 34
Install lighting kit
3 people
- 35
Secure power cables
3 people
- 36
Set up the catering buffet
3 people
- 37
Set up the drinks bar
3 people
- 38
Check toilets
2 people
- 39
Place waste stations
2 people
- 40
Put up route signs
2 people
- 41
Hang up decorations
3 people
- 42
Run the sound check
4 people
- 43
Welcome performers
2 people
- 44
Set up backstage
2 people
- 45
Conduct final safety check
3 people
Event
- 46
Staff the entrance
2 people
- 47
Welcome visitors
3 people
- 48
Distribute program
2 people
- 49
Serve coffee and tea
2 people
- 50
Serve snacks
3 people
- 51
Hand out drinks
3 people
- 52
Refill drinks
2 people
- 53
Empty trash bins
2 people
- 54
Check toilets periodically
2 people
- 55
Assist performers
- 56
Coordinate stage changes
2 people
- 57
Manage lighting during the concert
- 58
Operate the sound mix during the concert
- 59
Carry out safety checks
2 people
- 60
Guide visitors to the exit
3 people
Aftercare
- 61
Turn off the sound equipment
2 people
- 62
Close catering
3 people
- 63
Leave the site clean
6 people
- 64
Dispose of waste separately
3 people
- 65
Wash dishes
3 people
- 66
Dismantle the stage and equipment
5 people
- 67
Take down tents and furniture
5 people
- 68
Remove decorations
3 people
- 69
Inspect the site again
2 people
- 70
Gather borrowed items
2 people
- 71
Clean equipment
2 people
- 72
Inventory materials
- 73
Return rental items
2 people
- 74
Store leftover stock
2 people
- 75
Register lost property
- 76
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Beer tablesqty 8
- Foldable tablesqty 8
- Folding chairsqty 120
- High tablesqty 6
- Party tentsqty 3
- Stage sectionsqty 12
- Stage stepsqty 2
- Dressing room racksqty 4
Equipment
- Speakersqty 4
- Subwoofersqty 2
- Mixing console
- Microphonesqty 6
- Microphone standsqty 6
- DI boxesqty 4
- Monitor speakersqty 4
- XLR cablesqty 12
- Jack cablesqty 8
- Power stripsqty 10
- Cable reelsqty 6
- Power splitterqty 2
- Generator
Lighting
- LED stage lightsqty 8
- Ambient light stringsqty 12
- LED lanternsqty 16
- Flashlightsqty 8
- Spare batteriesqty 24
Safety
- First aid kitsqty 2
- Fire extinguishersqty 4
- Crowd control barriersqty 12
- Traffic conesqty 12
- Cable matsqty 20
Decorations
- Route signsqty 10
- Directional signsqty 12
- Stage backdrop
- Buntingqty 12
- Chalkboardsqty 4
Tableware
- Reusable cupsqty 250
- Coffee cupsqty 120
- Platesqty 150
- Cutlery setsqty 150
- Serving traysqty 12
- Scissorsqty 6
Kitchen
- Coolersqty 8
- Thermos flasksqty 6
- Coffee machinesqty 3
- Kettlesqty 2
- Cutting boardsqty 6
- Bread knivesqty 4
- Pliersqty 8
- Storage binsqty 12
- Wok pansqty 6
Cleaning
- Waste binsqty 12
- Broom setsqty 3
- Mopsqty 3
- Bucketsqty 4
- Hand sanitizer holdersqty 6
- Toilet brushesqty 2
Catering
- Groceries
Tips
- Inspect the venue before confirming the layout. Check uneven ground, vehicle access, artist arrival routes, emergency access and where stage sections, toilets, tents and audience areas can safely stand.
- Handle permissions and contracts early. Allow at least 6–8 weeks for the venue reservation, event permit, insurance check and artist agreements; the sound and stage setup depends on those decisions.
- Build the power and audio plan from the equipment list, not from assumptions. Confirm the generator or available supply, cable reels, power splitters, speakers, monitors, microphones and enough XLR and jack cables before delivery day.
- Give guests one clear arrival plan at least 7 days ahead. Include the bike route, parking spaces, registration deadline and what to do if the forecast changes; forest venues often have limited vehicle access and poor phone coverage.
- Prepare the final service run 24 hours before doors open. Chill the drinks, prepare snacks, set out catering crates, print the programme and route, and check lanterns, flashlights, spare batteries, first aid kits and fire extinguishers.
Frequently asked questions
- How early should I start organising a forest concert?
- Start at least 8–12 weeks before the concert. Venue availability, permits, artist contracts, toilets, insurance and technical equipment usually take longer to confirm than food or printed materials.
- Do I need a permit for a concert in a forest?
- In most cases, you should check with the relevant authority before confirming the public event. Begin the permit application 6–8 weeks in advance, because the safety plan, evacuation routes and access arrangements may be required.
- How do I plan power for a forest concert?
- Check the venue’s power supply during the first site inspection and confirm the load with the audio and lighting supplier at least 2 weeks before the event. If the supply is insufficient, arrange a generator, power splitter, cable reels and protected cable routes.
- When should I check the weather for a forest concert?
- Check the forecast 72 hours before the concert and again on the morning of the event. Use the result to confirm tents, ground access, lighting, guest communications and whether the safety plan needs updating.
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.
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