How to organise a game concert from first plan to final encore

A game concert combines a live performance with consoles, screens, controllers and an audience that needs to follow both. Start by fixing the date, venue capacity and game schedule before booking artists or selling tickets. Then work through permits, contracts, technical requirements, catering and audience flow in that order. The details that cause delays are usually overlooked connections, missing presentation files, unclear guest information and a run sheet that was never tested in the room.

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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
Confirm date and location
2 people
2
Set the schedule and game times
3 people
3
Confirm artists and technicians
2 people
4
Check permits and notifications
5
Check insurance and contracts
6
Determine audience capacity
2 people
7
Set ticket price and sales channel
2 people
8
Send invitations
2 people
9
Publish promotion
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Collect artist information
13
Gather technical requirements
2 people
14
Book catering
15
Reserve equipment
2 people
16
Book security and traffic controllers
17
Create venue map
2 people
18
Develop audience routing
2 people
19
Print the run sheet
20
Prepare name badges
2 people
21
Check tickets and guest list
2 people
22
Gather music files
2 people
23
Collect image content
2 people
24
Prepare presentation texts
2 people
25
Print Signage
26
Check stock and groceries
2 people
27
Do the shopping
3 people
28
Collect equipment
3 people

Event

29
Open venue
2 people
30
Cordon off the loading and unloading area
2 people
31
Set up stage sections
4 people
32
Set up audience seating
4 people
33
Set up tables for reception
2 people
34
Connect the sound system
3 people
35
Connect microphones
2 people
36
Set up projectors and screens
3 people
37
Connect game consoles
3 people
38
Hang the lighting rig
3 people
39
Securely finish cables
3 people
40
Hang up decorations
3 people
41
Set up the catering buffet
3 people
42
Chill drinks
2 people
43
Set up artist room
2 people
44
Perform the technical sound check
4 people
45
Test slide presentations
3 people
46
Test light scenes
2 people
47
Check emergency exits
2 people
48
Hold crew briefing
6 people
49
Set up the entrance desk
2 people
50
Welcome the audience
4 people
51
Check tickets
3 people
52
Distribute program
2 people
53
Deliver the opening presentation
2 people
54
Support the first concert block
4 people
55
Serve break catering
4 people
56
Refill drinks
2 people
57
Support the second concert block
4 people
58
Operate the game visuals
2 people
59
Moderate audience questions
2 people
60
Serve evening catering
4 people
61
Support the third concert block
4 people
62
Announce the final act
2 people
63
Guide the closing act
4 people
64
Guide the audience to the exit
4 people
65
Collect lost property

Aftercare

66
Switch off equipment
3 people
67
Store catering securely
2 people
68
Dismantle chairs and tables
4 people
69
Dismantle stage and technical equipment
4 people
70
Remove decorations
3 people
71
Sort waste
3 people
72
Wash dishes
3 people
73
Clean the venue
4 people
74
Clean the restrooms
2 people
75
Return equipment
3 people
76
Store leftover stock
2 people
77
Register lost and found items
78
Hand over the venue
2 people
79
Send thank-you message
80
Archive photo and video materials

What to bring

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

Furniture

Stage sectionsqty 12
Audience chairsqty 180
High tablesqty 12
Foldable tablesqty 8
Bar stoolsqty 16
Coat racksqty 3
Bollardsqty 12

Tableware

Reusable drinking glassesqty 240
Coffee cupsqty 80
Coffee spoonsqty 80
Platesqty 220
Forksqty 220
Knivesqty 220
Spoonsqty 100
Serving plattersqty 20
Serving tongsqty 12

Equipment

Music mixing console
Active speakersqty 4
Subwoofersqty 2
Stage monitorsqty 3
Wireless microphonesqty 4
Microphone standsqty 5
DI boxesqty 4
Laptop for video controlqty 2
Game consolesqty 4
Game controllersqty 12
HDMI splittersqty 4
HDMI cablesqty 12
USB sticksqty 6
Extension cordsqty 16
Power stripsqty 12
Cable traysqty 20
Gaffer tapeqty 12
Cable tiesqty 200
Laptop tablesqty 4
Projectorsqty 3
Projection screensqty 3

Lighting

LED spotlightsqty 12
Light standsqty 4
Mood lightingqty 16
Battery lampsqty 12

Decorations

Game postersqty 20
Pixel decorationqty 30
Announcement signsqty 10
Directional signsqty 12

Catering

Coolersqty 6
Thermos flasksqty 8
Drink dispensersqty 4
Buffet warmersqty 4
Serving plattersqty 16
Water jugsqty 12
Bottle openersqty 4
Ice packsqty 24
Groceries

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 24
Toilet brushesqty 4
Waste binsqty 12
Waste sorting binsqty 6

Safety

First aid kitsqty 2
Flashlightsqty 6
Safety vestsqty 12
Fire extinguishersqty 4
Work glovesqty 12

Registration

Ticket control devicesqty 3
Name badgesqty 220
Pensqty 30
Clipboardsqty 6
Cash boxqty 2

Tips

Set the game and concert timetable before promotion starts. Include soundchecks, controller or console changes, breaks and at least 15 minutes of buffer between major programme blocks.
Confirm the technical setup with the artists and technicians in writing at least two weeks before the event. Check the console outputs, HDMI splitters, cables, microphones, DI boxes, monitors and video-control laptop together rather than separately.
Create the venue map around three routes: audience seating, performer and technician access, and service or catering movement. Mark extension-cord runs, cable crossings, barriers and emergency exits before furniture is placed.
Close registrations with a fixed deadline and ask for dietary requirements at the same time. Print the guest list, name badges, signage and run sheet after that deadline, keeping a small number of blank badges for late changes.
Collect music files, presentation texts, images and artist information no later than seven days before the concert. Load the final files onto two USB sticks and test every item in the presentation setup before doors open.

Frequently asked questions

How far in advance should I plan a game concert?: Start the core planning at least 8 to 12 weeks ahead. Confirm the date, venue, artists, technicians, capacity, permits, insurance and contracts before opening ticket sales.
How much technical rehearsal does a game concert need?: Reserve at least 3 hours for setup and a full technical run if the programme includes multiple consoles, screens or performers. Test audio, video, controllers and changeovers in the same order as the live schedule.
When should tickets and invitations be sent for a game concert?: Send invitations or open sales 4 to 6 weeks before the event, once the capacity, ticket channel and main schedule are confirmed. Set a registration deadline about 7 days before the concert so catering and badges can be finalised.
How much buffer should I add to a game concert schedule?: Add 15 minutes between major programme blocks and keep a further 30-minute contingency in the overall timetable. Console changes, cable faults and audience movement usually take longer than the first rehearsal suggests.

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.