How to organise a pop concert

Start by fixing the date, venue and audience capacity before booking anything else. Then secure the performers, technical supplier, permits, insurance, security and first aid staff in that order, because each affects your budget and schedule. Ticketing and promotion should be ready several weeks before the show. On the day itself, protect enough time for unloading, stage construction, soundcheck and lighting checks—not just the performance.

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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
Book performers
2 people
3
Reserve technical supplier
2 people
4
Check permits
5
Check insurance
6
Reserve security
7
Reserve first aid staff
8
Book catering
9
Set up the ticketing system
2 people
10
Create promotional image
2 people
11
Send invitations
2 people
12
Publish concert online
13
Process registrations
2 people
14
Collect dietary requirements
15
Print the run sheet
16
Confirm artist information
17
Confirm the tech plan
2 people
18
Check the shopping list
2 people
19
Do the shopping
3 people
20
Check materials
3 people

Event

21
Open venue
2 people
22
Clear the loading and unloading area
3 people
23
Set up the stage
5 people
24
Set up the sound system
4 people
25
Set up lighting
3 people
26
Connect power supply
2 people
27
Set up the audience area
4 people
28
Set up the bar and buffet tables
4 people
29
Set up the registration desk
2 people
30
Set up backstage
3 people
31
Check sanitary facilities
2 people
32
Hang up decorations
3 people
33
Welcome performers
2 people
34
Set up catering
3 people
35
Run the sound check
5 people
36
Test light show
3 people
37
Give the staff briefing
4 people
38
Open the entrance
4 people
39
Check tickets
4 people
40
Staff the cloakroom
2 people
41
Serve drinks
5 people
42
Serve snacks
3 people
43
Refill drinks
3 people
44
Guide the audience
3 people
45
Support the first performance
3 people
46
Provide the break program
2 people
47
Support the headliner
4 people
48
Support the evening program
4 people
49
Announce the final round
50
Guide the audience to the exit
4 people

Aftercare

51
Switch off equipment
3 people
52
Store supplies securely
3 people
53
Collect waste
4 people
54
Clean the bar
3 people
55
Wash dishes
3 people
56
Clean the venue
4 people
57
Remove decorations
3 people
58
Dismantle technical equipment
5 people
59
Put furniture back
4 people
60
Return materials
2 people
61
Collect lost and found items
2 people
62
Check out suppliers

What to bring

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

Furniture

Beer tablesqty 12
High tablesqty 18
Chairsqty 80
Bar matsqty 3
Coat racksqty 4
Clothes hangersqty 250

Tableware

Reusable cupsqty 500
Wine glassesqty 120
Coffee cupsqty 80
Platesqty 250
Cutlery setsqty 250

Equipment

Stage sectionsqty 12
Stage steps
Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 20
Cable reelsqty 8
Power stripsqty 12
Music standsqty 4
Laptop standqty 2
Stage Carpet
Cable traysqty 20
Bollardsqty 12
Crowd barriersqty 20
Walkie-talkiesqty 8
Flashlightsqty 8
Extension cordsqty 12
Ticket scannersqty 4
Cash registersqty 2
Card machinesqty 2

Lighting

LED stage lampsqty 8
Moving headsqty 4
Light standsqty 2
Light controller
Work lightsqty 6

Decorations

Stage backdrop
Bannersqty 6
Wayfinding signsqty 12
Tapeqty 8
Cable tiesqty 200

Cleaning

Waste binsqty 16
Broom setsqty 4
Mop setsqty 3

Catering

Coolersqty 6
Thermos flasksqty 6
Ice cube traysqty 8
Serving plattersqty 20
Serving utensilsqty 20
Water jugsqty 12
Corkscrewsqty 4
Bottle openersqty 4
Food warmersqty 4
Allergen cardsqty 30
Price tagsqty 30
Groceries

Tips

Set the date and venue before confirming performers, and check the venue’s access hours, power supply and loading area at the same time. A technically suitable room can still cause delays if trucks cannot unload directly at the stage door.
Book the technical supplier as soon as the performers are confirmed. Send the artist information and tech plan together, then allow at least 2–3 hours before doors open for stage, sound and lighting setup.
Handle permits, insurance, security and first aid before publishing the concert. These requirements can change the permitted capacity, staffing level or opening time, so leaving them until ticket sales begin creates avoidable problems.
Set up ticketing and publish the concert only after the date, lineup, venue, capacity and entry arrangements are final. Close registration in time to collect dietary requirements and print an accurate run sheet before event day.
Use a timed run sheet for the final day, including venue opening, loading, stage setup, soundcheck, lighting checks, catering and doors. Keep work lights, cable reels and power strips available during setup, and check every microphone, monitor and speaker before the audience enters.

Frequently asked questions

How far in advance should I organise a pop concert?: Start planning at least 8–12 weeks before the concert. Book performers, the venue and technical supplier first, then allow several weeks for permits, ticketing, promotion and staffing.
How long does it take to set up a pop concert venue?: Allow at least 4–6 hours for unloading, stage construction, sound, lighting and equipment checks, depending on the production size. Schedule the soundcheck before doors open, with extra time for troubleshooting.
When should I book security and first aid staff for a concert?: Book them as soon as the venue capacity and expected attendance are known, ideally 4–6 weeks before the event. Confirm their arrival time and positions in the run sheet at least one week beforehand.
How many drinks should I plan for at a pop concert?: For the first hour, plan on 2–3 drinks per person, then roughly 1 drink per person per hour afterward. Add non-alcoholic options and confirm catering quantities after collecting dietary requirements.

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.