How to organise a musical concert without last-minute problems

Start by fixing the date, programme and budget before contacting suppliers. Then secure the venue and artists, check permits and insurance, and put contracts in writing. Build the repertoire around the available performers and schedule rehearsals early, while sound, lighting, seating and backstage needs are still adjustable. In the final weeks, manage invitations and dietary details; during the last 24 hours, focus on equipment, printed materials, chilled drinks and a checked visitor list.

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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
Set the date and program
2 people
2
Confirm performers
2 people
3
Reserve venue
2 people
4
Check permits
5
Check insurance
6
Set the budget
2 people
7
Draw up artist contracts
8
Compile the repertoire
3 people
9
Plan rehearsals
2 people
10
Design invitations
11
Send invitations
2 people
12
Process registrations
13
Collect dietary requirements
14
Book catering
15
Reserve equipment
2 people
16
Gather music files
2 people
17
Create the set design
2 people
18
Design program leaflets
19
Print program leaflets
20
Check visitor list
21
Make name badges
2 people
22
Check the shopping list
2 people
23
Do the shopping
3 people
24
Pick up the equipment
2 people
25
Chill drinks
2 people
26
Prepare snacks
3 people
27
Sort decorations
2 people

Event

28
Open venue
2 people
29
Check floor and entrance
2 people
30
Set up the stage
4 people
31
Set up chairs
4 people
32
Set up tables
3 people
33
Set up the cloakroom
2 people
34
Hang up decorations
3 people
35
Set up lighting
2 people
36
Connect the sound system
3 people
37
Set up instruments
3 people
38
Test microphones
2 people
39
Test lighting settings
2 people
40
Test music files
2 people
41
Set up the catering buffet
3 people
42
Prepare coffee and tea
2 people
43
Display snacks
2 people
44
Lay out program brochures
2 people
45
Give technical briefing
4 people
46
Welcome performers
2 people
47
Run the sound check
5 people
48
Open the doors
3 people
49
Welcome visitors
4 people
50
Check tickets
2 people
51
Manage the cloakroom
2 people
52
Serve drinks
3 people
53
Host the concert
54
Perform the first concert section
8 people
55
Replenish break catering
3 people
56
Refill drinks
2 people
57
Perform the second concert set
8 people
58
Assist performers
2 people
59
Wave goodbye to visitors
3 people
60
Manage coat check
2 people
61
Switch off equipment
2 people
62
Clear catering
3 people
63
Collect waste
3 people

Aftercare

64
Dismantle the stage
4 people
65
Pack audio equipment
3 people
66
Pack lighting equipment
2 people
67
Clear away chairs and tables
4 people
68
Wash dishes
3 people
69
Clean the venue
4 people
70
Clean the restrooms
2 people
71
Remove decorations
2 people
72
Collect lost and found items
73
Lock up the venue
2 people
74
Return equipment
2 people
75
Clear away leftover materials
2 people
76
Process artist payments
77
Handle the deposit and keys

What to bring

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

Furniture

Chairsqty 100
Tablesqty 8
High tablesqty 4
Coat racksqty 2
Dressing room tablesqty 3
Changing room chairsqty 12

Equipment

Stage sectionsqty 12
Stage stepsqty 2
Stage skirt
Mixing console
Speakersqty 4
Monitor speakersqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 8
Cable matsqty 12
Laptop with playlist

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller

Tableware

Water glassesqty 110
Coffee cupsqty 80
Dessert platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 4
Serving plattersqty 12
Serving tongsqty 6
Corkscrewqty 2
Bottle openersqty 3

Decorations

Backdrop cloth
Stage decoration
Tableclothsqty 8
Flower arrangementsqty 8
Welcome sign
Directional signsqty 6

Cleaning

Vacuum cleaner
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Confirm the venue’s capacity, stage dimensions and access times before signing artist or catering agreements. A room that fits 100 guests may still be unsuitable if there is no space for stage sections, steps, monitors and a mixing console.
Set the rehearsal schedule as soon as the repertoire is agreed. Leave at least one full run-through before the concert, including microphone changes, laptop playback, lighting cues and the planned running order.
Treat technical planning as a separate checklist from the music. Count wireless microphones, microphone stands, DI boxes, XLR cables, extension cords and cable mats, then confirm who delivers, operates and collects them.
Close registrations several days before the concert so you can check the visitor list, prepare name badges and give the caterer dietary requirements. Do not wait until the event morning to discover that the seating plan or coffee service is too small.
Prepare the venue in setup order: stage and lighting first, soundcheck next, seating and tables after that, then programme folders, refreshments and cold drinks. Keep a clear path for cables and test every microphone before guests arrive.

Frequently asked questions

How far in advance should I organise a musical concert?: Start planning at least 8 to 12 weeks ahead for a small concert. This gives you time to reserve the venue, confirm artists, check permits, sign contracts and schedule rehearsals before invitations go out.
How many rehearsals do you need for a musical concert?: Plan at least 2 to 3 rehearsals, including one complete run-through. Schedule the final full rehearsal no later than 2 to 5 days before the concert so there is still time to fix repertoire, timing or technical problems.
When should concert invitations be sent?: Send invitations around 4 to 6 weeks before the concert and set the registration deadline 7 to 10 days before the event. Use the final guest list to confirm seating, name badges, catering quantities and dietary requirements.
When should I book sound and lighting for a concert?: Reserve sound and lighting as soon as the venue and programme are confirmed, ideally 6 to 8 weeks in advance. Finalise the technical requirements at least 1 week before the concert, including microphones, monitors, cables, LED spotlights and the setup timetable.

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.