How to organise a Liberation concert

A Liberation concert combines live performances with outdoor logistics, public safety and a clear programme. Start with permits and the venue, then confirm performers and technical requirements before opening registrations. In the final weeks, lock the run sheet, catering, equipment, security and volunteer shifts. The last 24 hours are for weather checks, chilled drinks, printed information, loaded transport and a final site walkthrough—not for solving missing cables or unclear responsibilities.

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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
Check permits
2
Finalize the venue
3
Book performers
2 people
4
Gather technical requirements
2 people
5
Compile program
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Book catering
10
Reserve equipment
11
Reserve stage
12
Reserve security
13
Order first aid supplies
14
Print emergency plan
15
Print the run sheet
16
Schedule volunteers
2 people
17
Share the route to the venue
18
Publish audience information
19
Send artist information
20
Check the weather forecast
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare catering
3 people
24
Collect materials
3 people
25
Load transport
4 people

Event

26
Open venue
2 people
27
Put up barriers
4 people
28
Set up the stage
6 people
29
Set up the sound system
5 people
30
Set up lighting
4 people
31
Connect power supply
3 people
32
Set up the audience area
5 people
33
Set up tables and chairs
4 people
34
Set up catering points
3 people
35
Set out drinks
3 people
36
Hang up decorations
3 people
37
Place information signs
2 people
38
Check toilets
2 people
39
Set up the first aid station
2 people
40
Welcome performers
2 people
41
Set up artist dressing rooms
2 people
42
Run the sound check
6 people
43
Perform a lighting check
4 people
44
Check catering tasting
2 people
45
Brief volunteers
2 people
46
Open the public entrance
4 people
47
Welcome the audience
6 people
48
Serve coffee and tea
3 people
49
Serve snacks
4 people
50
Refill drinks
3 people
51
Announce the program
52
Manage crowd flow
4 people
53
Collect waste
3 people
54
Restock toilets
2 people
55
Assist performers
2 people
56
Restock break catering
3 people
57
Guide the performances
4 people
58
Monitor crowd safety
4 people
59
Serve the last round
3 people
60
Guide the audience to the exit
4 people

Aftercare

61
Dismantle audio equipment
5 people
62
Dismantle lighting equipment
4 people
63
Catering breakdown
3 people
64
Collect furniture
4 people
65
Dispose of waste
3 people
66
Wash dishes
3 people
67
Clean the venue
5 people
68
Return materials
3 people
69
Return rented equipment
2 people
70
Remove decorations
3 people
71
Store leftovers
2 people
72
Collect lost and found items
2 people
73
Check supplier invoices
74
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Dressing room tablesqty 4
Changing room chairsqty 12
Beer tablesqty 12
Chairsqty 120
High tablesqty 10
Clothes racksqty 4
Waste binsqty 12

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Wireless microphonesqty 4
Wired microphonesqty 6
Microphone standsqty 8
DI boxesqty 4
Monitor speakersqty 4
Headphonesqty 4
Music standsqty 8
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Cable tiesqty 100
Stage cablesqty 20
Gaffer tapeqty 8

Lighting

LED spotlightsqty 12
Stage lightsqty 8
Light standsqty 4
Mood lightingqty 10
String lightsqty 8
Battery lampsqty 12

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 12
Scissorsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 8
Cutting boardsqty 6
Chef's knivesqty 6
Serving traysqty 20
Storage binsqty 12
Pliersqty 8

Decorations

Dutch flagsqty 12
Liberation flagsqty 12
Buntingqty 10
Tableclothsqty 20
Program boardsqty 6
Directional signsqty 10
Wristbandsqty 300

Cleaning

Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Mopsqty 4
Hand broomsqty 6
Cleaning glovesqty 12
Litter pickersqty 4
Toilet brushesqty 4

Catering

Groceries

Tips

Set the venue and permit work first. Allow at least 8–12 weeks for approvals, and do not publish the audience route until access, emergency arrangements and the final site layout are confirmed.
Book performers before building the programme. Request each act’s technical requirements in writing, then check that the PA speakers, microphones, DI boxes, monitor speakers, mixing console and stage power match those requirements.
Close registrations with enough time to plan catering. Collect dietary requirements at least 7 days before the concert, then use the final numbers to prepare food, drinks, tables, chairs and waste bins.
Print the run sheet and emergency plan before event day. Give the current version to performers, security, first aid staff and volunteers; schedule a short briefing so everyone knows who handles delays, weather and audience questions.
Treat loading as a timed operation, not an afterthought. Load stage sections, lights, cables, cable trays, extension cords and power strips in a sequence that lets the technical crew build safely before performers arrive, and keep gaffer tape and cable ties accessible.

Frequently asked questions

How far in advance should I organise a Liberation concert?: Start 8–12 weeks ahead for a small concert, especially if permits, a stage and security are needed. Confirm the venue and permissions first, then book performers and equipment before announcing the programme.
When should I book performers and technical equipment?: Book performers as soon as the venue and date are secure, preferably 8 weeks before the concert. Reserve the stage, PA, microphones, monitors, lighting and other production equipment immediately after collecting the performers’ technical requirements.
When should I collect dietary requirements for a concert?: Ask for dietary requirements when registrations open and close the final count at least 7 days before the event. This gives catering time to plan portions and separate options instead of making last-minute substitutions.
What should I prepare the day before a Liberation concert?: The day before, check the weather, chill the drinks, prepare catering materials, print the emergency plan and run sheet, and confirm volunteer and security shifts. Load transport only after checking that every reserved stage, lighting and sound item is accounted for.

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