How to organise a funk concert from first booking to final encore
A funk concert depends on tight coordination between artists, sound, lighting, venue access and guest information. Start by confirming the venue and artists, then work through permits, technical plans, catering and registrations in that order. Build the schedule around load-in, soundcheck and doors rather than only the performance time. On the day itself, small delays with equipment, transport or the cash register can quickly affect the first set, so leave clear buffers and assign one person to each handover.
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 artists
- 3
Apply for permits
- 4
Create the sound plan
2 people
- 5
Create the lighting plan
2 people
- 6
Send invitations
2 people
- 7
Process registrations
- 8
Collect dietary requirements
- 9
Book catering
- 10
Reserve equipment
- 11
Arrange artist transport
- 12
Print the run sheet
- 13
Create the crew schedule
- 14
Send audience information
- 15
Check the weather forecast
- 16
Do the shopping
3 people
- 17
Chill drinks
2 people
- 18
Prepare snacks
3 people
- 19
Check equipment
2 people
- 20
Prepare the cash register
2 people
- 21
Pick up venue keys
- 22
Clear the loading zone
2 people
- 23
Set up the stage
4 people
- 24
Set up the sound system
3 people
- 25
Set up lighting
3 people
- 26
Connect power supply
2 people
- 27
Set up the audience area
4 people
- 28
Set up the bar
3 people
- 29
Set up tables
2 people
- 30
Set up chairs
2 people
- 31
Hang up decorations
2 people
- 32
Place Direction Signs
2 people
- 33
Set up the cloakroom
2 people
- 34
Set out snacks
3 people
- 35
Set up bar stock
2 people
- 36
Set out the crew meal
2 people
- 37
Set up the artist dressing room
2 people
- 38
Run the sound check
4 people
- 39
Test light show
2 people
Event
- 40
Welcome performers
2 people
- 41
Open ticket desk
2 people
- 42
Welcome the audience
3 people
- 43
Staff the cloakroom
2 people
- 44
Serve drinks
3 people
- 45
Serve snacks
3 people
- 46
Refill drinks
2 people
- 47
Keep the bar workspace clean
2 people
- 48
Check public area
2 people
- 49
Announce the first band
- 50
Lead the first concert set
3 people
- 51
Provide the break program
2 people
- 52
Announce second band
- 53
Lead the second concert set
3 people
- 54
Announce the third band
- 55
Guide the third concert set
3 people
- 56
Announce the main act
- 57
Support the headliner
4 people
- 58
Serve the last round
3 people
- 59
Guide the audience to the exit
3 people
Aftercare
- 60
Close the register
2 people
- 61
Close the bar
3 people
- 62
Tear down audio equipment
3 people
- 63
Take down lighting equipment
3 people
- 64
Tear down stage
4 people
- 65
Collect waste
4 people
- 66
Wash dishes
3 people
- 67
Clean the venue
4 people
- 68
Inventory materials
2 people
- 69
Return borrowed items
2 people
- 70
Store leftover stock
2 people
- 71
Clear away cloakroom stock
2 people
- 72
Return keys
- 73
Check out artists
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Stage sectionsqty 8
- Beer tablesqty 12
- High tablesqty 8
- Chairsqty 80
- Bar stoolsqty 6
- Bar blocksqty 3
- Coat racksqty 4
- Clothes hangersqty 180
Equipment
- PA speakersqty 4
- Subwoofersqty 2
- Mixing console
- Microphonesqty 6
- Microphone standsqty 6
- DI boxesqty 6
- Monitor speakersqty 4
- Instrument cablesqty 16
- XLR cablesqty 20
- Musical instrumentsqty 6
- Cable reelsqty 6
- Power stripsqty 12
- Cable matsqty 12
- DI and stage casesqty 4
Lighting
- LED spotlightsqty 12
- Light standsqty 4
- Light controller
- Mood lightingqty 20
- Work lightsqty 4
Tableware
- Drinking glassesqty 220
- Wine glassesqty 80
- Coffee cupsqty 40
- Platesqty 180
- Cutlery setsqty 180
- Serving traysqty 12
- Pitchersqty 6
- Bar measuring cupsqty 4
Kitchen
- Coolersqty 6
- Ice containersqty 4
- Cutting boardsqty 4
- Chef's knivesqty 4
- Serving tongsqty 8
- Storage boxesqty 12
- Thermos flasksqty 4
Decorations
- Funk decorationqty 20
- Tableclothsqty 12
- Stage drapesqty 4
- Directional signsqty 8
- Name badgesqty 40
Cleaning
- Mop setsqty 3
- Bucketsqty 4
- Broomsqty 3
- Dustpan and brushqty 4
- Cleaning glovesqty 12
- Waste binsqty 10
Safety
- Barrier tapeqty 4
- Cable rampsqty 8
- Flashlightsqty 6
- Fire extinguishersqty 3
Catering
- Groceries
Tips
- Create the sound plan before booking or placing equipment. List the PA speakers, subwoofers, mixing console, microphones, DI boxes, monitors and cable lengths, then allow at least 60 minutes for line checks and soundcheck.
- Set the stage and lighting schedule backwards from doors opening. Leave separate time for unloading, stage assembly, cable mats, LED spotlights and work lights; a single combined setup block is usually too short.
- Send audience information at least 3 days before the concert. Include arrival time, registration details, transport information and any access notes so the door team is not answering the same questions during load-in.
- Confirm artist transport and dietary requirements no later than 1 week before the event. Catering needs the final number of performers and crew, while transport delays can push back soundcheck and the first set.
- Prepare drinks, snacks and the cash register before doors open, not during the first song. Chill drinks several hours in advance, count the change, and keep drinking glasses, wine glasses and coffee cups together at the serving point.
Frequently asked questions
- How far in advance should I organise a funk concert?
- Start booking the venue and artists at least 8 to 12 weeks ahead. Allow another 2 to 3 weeks for permits, technical planning, registrations and final audience information.
- How long does it take to set up a funk concert stage?
- Allow at least 3 to 4 hours for a small concert with stage sections, PA, monitors, microphones, lighting and cable protection. Add 60 to 90 minutes for line checks and soundcheck before doors open.
- When should I send invitations for a funk concert?
- Send the first invitation 3 to 4 weeks before the concert, then send practical audience information 3 days before the event. Close registrations early enough to give catering a final guest count.
- What should I check on the day of a funk concert?
- Check the weather forecast, venue keys, loading zone, equipment and crew schedule before setup begins. Do the final drinks and catering check at least 2 hours before doors, and print the run sheet before the first crew briefing.
Start this plan in Lizzt
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