How to organise a pop concert from first booking to final encore

A pop concert comes together in a fixed order: confirm the performers, secure the venue, manage registrations, then build the stage and test every technical element. Start with the artist briefing and run sheet before buying catering or opening the doors. Allow time for unloading, sound checks, lighting and cable safety rather than treating setup as one short task. This plan also covers wristbands, dietary requirements, chilled drinks and the details that are easy to leave until the last hour.

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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
Announce the event
2 people
2
Send invitations
2 people
3
Process registrations
2 people
4
Collect dietary requirements
5
Confirm performers
6
Collect artist information
7
Gather music files
2 people
8
Print the run sheet
9
Sort wristbands
2 people
10
Do the catering shopping
3 people
11
Set out drinks chilled
3 people
12
Prepare snacks
4 people
13
Check equipment
3 people
14
Check the weather forecast
15
Send artist briefing
16
Open venue
2 people
17
Clear the loading and unloading area
3 people
18
Unload stage parts
6 people
19
Set up the stage
6 people
20
Attach the backdrop
3 people
21
Set up sound system
4 people
22
Connect microphones
2 people
23
Set up lighting
4 people
24
Cover cables safely
3 people
25
Check power outlets
2 people
26
Set up crowd barriers
4 people
27
Mark entrance and exit
2 people
28
Set up the entrance desk
2 people
29
Set up the cloakroom
2 people
30
Build the catering buffet
4 people
31
Set up the bar
3 people
32
Serve snacks
3 people
33
Set up backstage
3 people
34
Welcome performers
2 people
35
Run the sound check
4 people
36
Test light show
3 people
37
Conduct final safety check
3 people

Event

38
Open the doors
6 people
39
Register visitors
4 people
40
Hand out wristbands
3 people
41
Staff the cloakroom
3 people
42
Serve welcome drinks
3 people
43
Play background music
44
Guide the pre-program
2 people
45
Announce performances
46
Guide performer changes
3 people
47
Operate the stage sound
2 people
48
Operate the stage lighting
2 people
49
Provide crowd support
4 people
50
Serve drinks
5 people
51
Refill drinks
3 people
52
Refill snacks
3 people
53
Empty trash bins
2 people
54
Check toilets
2 people
55
Incident reporting
56
Support the final performance
3 people
57
Announce the farewell
58
Guide the exit flow
5 people
59
Manage coat check
3 people

Aftercare

60
Close the bar
3 people
61
Clean up catering
4 people
62
Wash dishes
3 people
63
Collect waste
4 people
64
Clean the venue
5 people
65
Dismantle the coat check
2 people
66
Remove decorations
3 people
67
Switch off lighting equipment
2 people
68
Disconnect sound equipment
3 people
69
Tear down stage
6 people
70
Inventory materials
2 people
71
Separate borrowed materials
2 people
72
Return materials
3 people
73
Store leftover drinks
2 people
74
Check rental equipment
2 people
75
Collect lost property
76
Lock up the venue
2 people

What to bring

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

Stage

Stage sectionsqty 12
Stage stepsqty 2
Backdrop
Music standsqty 4

Furniture

High tablesqty 20
Beer tablesqty 8
Chairsqty 80
Bar counterqty 2
Coat racksqty 4
Clothes hangersqty 350
Waste binsqty 12

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Laptopqty 2
USB sticksqty 4
Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 4
Cable traysqty 20
Gaffer tapeqty 8

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
Mood lightingqty 12
Battery lanternsqty 8

Security

Crowd barriersqty 20
Barrier tapeqty 4
Walkie-talkiesqty 8
Flashlightsqty 6
First aid kitsqty 2
Safety vestsqty 12

Tableware

Reusable drinking glassesqty 400
Wine glassesqty 80
Platesqty 350
Forksqty 350
Knivesqty 350
Spoonsqty 150
Serving traysqty 20
Pliersqty 12

Kitchen

Coolersqty 8
Ice containersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 6
Chef's knivesqty 4
Serving plattersqty 20
Thermos flasksqty 6
Bottle openersqty 6
Corkscrewsqty 3

Decorations

Balloonsqty 300
Balloon ribbonqty 4
Buntingqty 12
Stage decorationqty 6
Directional signsqty 10
Program boardsqty 4
Tableclothsqty 20

Registration

Access listsqty 4
Wristbandsqty 400
Cash boxesqty 2
Pensqty 20
Name stickersqty 100

Cleaning

Bucketsqty 6
Mopsqty 6
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Confirm performers and collect their technical and personal information before publishing the event. Ask for music files, stage requirements and arrival details early enough to include them in the artist briefing.
Set a firm registration deadline and collect dietary requirements at the same time. Print the final attendee information and sort wristbands before the venue opens, not while guests are arriving.
Build the stage before connecting the PA system, microphones or lighting. Allow separate time to unload stage sections, attach the backdrop, position monitor speakers and check every power outlet.
Keep the sound and lighting check ahead of doors opening. Test the mixing console, DI boxes, wireless microphones, music playback, LED spotlights and light controller with the performers present.
Plan the audience area around movement and clean-up. Put out high tables, chairs, coat racks and waste bins, chill drinks before service, and cover extension cords, cable reels and cable trays with gaffer tape or cable protection.

Frequently asked questions

How long does it take to set up a pop concert?: Allow at least 4 to 6 hours for venue access, unloading, stage construction, sound, lighting and safety checks. A larger setup or several performers may need a full day, so do not schedule doors immediately after the equipment arrives.
When should I confirm the performers for a pop concert?: Confirm the lineup at least 4 to 6 weeks before the concert where possible. Collect artist information, music files and technical requirements no later than 2 weeks before the event so the run sheet and equipment plan can be completed.
How much catering should I prepare for a pop concert?: Base quantities on the confirmed registrations and add a small buffer of about 5 to 10 percent. Check dietary requirements before shopping, prepare snacks before doors open and put drinks out chilled rather than relying on last-minute cooling.
When should the sound check happen at a pop concert?: Schedule the sound check at least 90 minutes before doors open, with extra time for multiple performers. Test microphones, monitors, playback, power and cable runs in the exact positions used during the concert.

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.