How to organise a Liberation concert from start to finish

A Liberation concert combines a public programme, live performers and practical event production. Start by fixing the date and location, then check permits before confirming the programme or publicity. Work backwards from the opening time: book performers and suppliers, collect technical requirements, assign volunteers and print one clear run sheet. On the day, allow time for power, stage, sound and lighting checks before guests arrive. The small details people often leave late are dietary requirements, artist information, weather planning and chilled drinks.

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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
Check permits
2 people
3
Confirm performers
2 people
4
Compile program
3 people
5
Gather technical requirements
2 people
6
Make reservations
2 people
7
Send invitations
3 people
8
Place publicity
3 people
9
Process registrations
2 people
10
Collect dietary requirements
2 people
11
Assign volunteers
2 people
12
Share artist information
2 people
13
Print the run sheet
14
Check the weather forecast
15
Check the shopping list
2 people
16
Do the shopping
3 people
17
Collect materials
4 people
18
Chill drinks
3 people
19
Prepare snacks
4 people
20
Open venue
2 people
21
Check deliveries
2 people
22
Set up the stage
6 people
23
Set up the sound system
4 people
24
Set up lighting
3 people
25
Connect power supply
3 people
26
Set up tables
4 people
27
Set up chairs
5 people
28
Set up the catering buffet
4 people
29
Set up drink points
3 people
30
Hang decorations
3 people
31
Put up directional signs
2 people
32
Finish the stage safely
3 people
33
Set up instruments
4 people
34
Perform sound check
4 people
35
Perform a lighting check
3 people
36
Lay out program brochures
2 people
37
Brief volunteers
3 people

Event

38
Welcome performers
3 people
39
Welcome the audience
4 people
40
Hand out program brochures
2 people
41
Carry out access control
3 people
42
Serve coffee and tea
3 people
43
Serve snacks
4 people
44
Give the opening speech
45
Guide the performances
3 people
46
Change performers
4 people
47
Refill drinks
3 people
48
Restock the buffet
3 people
49
Clear away dishes
3 people
50
Collect waste
3 people
51
Answer audience questions
2 people
52
Announce the break program
53
Lead the memorial moment
2 people
54
Deliver the closing speech
55
Guide the audience to the exit
4 people
56
See off the artists
2 people

Aftercare

57
Turn off the sound equipment
3 people
58
Store instruments safely
4 people
59
Remove decorations
3 people
60
Dismantle furniture
5 people
61
Dispose of waste
3 people
62
Wash dishes
4 people
63
Clean the venue
5 people
64
Clean the restrooms
2 people
65
Inventory materials
2 people
66
Return borrowed items
3 people
67
Store leftover food
2 people
68
Empty the coolers
2 people
69
Remove posters
2 people
70
Collect lost and found items

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Party tentsqty 3
High tablesqty 12
Tablesqty 10
Chairsqty 180
Bar stoolsqty 8
Coat racksqty 2

Tableware

Reusable cupsqty 300
Coffee cupsqty 100
Glassesqty 150
Platesqty 200
Dessert platesqty 150
Cutlery setsqty 200
Serving spoonsqty 12

Equipment

Mixing console
Speakersqty 4
Monitor speakersqty 3
Microphonesqty 8
Microphone standsqty 8
D.I. boxesqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 30
Laptop

Lighting

Stage spotlightsqty 8
Light standsqty 2
Mood lightingqty 20
Battery lanternsqty 8

Decorations

Dutch flagsqty 12
Liberation flagsqty 12
Buntingqty 8
Tableclothsqty 20
Program boardsqty 6
Wayfinding signsqty 10
Flower arrangementsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 8
Coolersqty 6
Ice packsqty 24
Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 20
Serving traysqty 8
Tongsqty 12
Thermos flasksqty 6

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning cartsqty 2

Catering

Groceries

Tips

Check permits and the venue before announcing the concert. Allow at least 4–6 weeks for permission, insurance or local safety requirements, and confirm where the audience, stage, bar and emergency access will be located.
Request each performer’s technical information at least 3 weeks ahead. Confirm microphone, monitor, D.I. box, mixer, power and lighting needs before hiring or collecting equipment; a late technical change can delay the soundcheck.
Build the programme around a fixed opening time and print the run sheet on the final day. Give performers, volunteers and the sound team a version with arrival times, set lengths, changeovers and contact details.
Assign volunteers by job rather than asking everyone to help generally. For a public concert, cover at least opening, registration or welcome, artist support, refreshments, stage changes and closing; share artist information before event day.
Treat weather and refreshments as separate deadlines. Check the forecast 48 hours before opening, prepare tents or alternative cover if needed, and chill drinks while snacks, cups, plates and cutlery are being prepared—not after guests arrive.

Frequently asked questions

How far in advance should I organise a Liberation concert?: Start 8–12 weeks before the concert. Confirm the date, location, permits and performers first, then leave the final 2 weeks for registrations, publicity, volunteer assignments and technical checks.
When should I confirm the performers and technical requirements?: Confirm performers at least 6 weeks before the event and collect their technical requirements within the next 7 days. Recheck microphones, stands, monitors, cables, power and lighting about 1 week before the concert.
How much time do I need to set up a Liberation concert?: Allow at least 4 hours for a small concert with a stage, sound system and lighting. Add time for delivery checks, power connections, a full soundcheck and performer changeovers; open the venue only after these checks are complete.
When should I check the weather and prepare the drinks?: Check the weather 48 hours before the concert and make the final cover or layout decision then. Shop and collect materials 1–2 days beforehand, and chill drinks on the event day before the audience arrives.

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.