How to organise a pop concert without missing key details

Organising a pop concert starts with the artists, venue and permissions—not with decorations or ticket sales. Once the date and artist contracts are secure, build the production plan around technical requirements, transport, staffing and audience capacity. Work backwards from show day so deadlines are clear for permits, catering, security, first aid and communications. This approach also gives you time to test the PA system, lighting, access routes and emergency procedures before the first audience member arrives.

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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
Book artists
2 people
2
Reserve venue
3
Apply for permits
4
Confirm artist contract
5
Gather technical requirements
2 people
6
Book catering
7
Reserve security
8
Arrange first aid coverage
9
Send invitations
2 people
10
Open ticket sales
11
Process registrations
12
Collect dietary requirements
13
Publish the program
2 people
14
Send audience information
15
Reserve artist transport
16
Reserve equipment
17
Set the catering menu
2 people
18
Assign volunteers
19
Plan access control
2 people
20
Check emergency exits
2 people
21
Map out audience flow
2 people
22
Check venue cleaning
23
Export ticket list
24
Confirm artist schedule
25
Check the weather forecast
26
Do the shopping
3 people
27
Chill drinks
2 people
28
Prepare catering
3 people
29
Pick up the equipment
2 people

Event

30
Open venue
2 people
31
Set up the stage
6 people
32
Connect the sound system
4 people
33
Set up lighting
3 people
34
Check power supply
2 people
35
Set up the audience area
4 people
36
Build the catering buffet
3 people
37
Set up artist dressing rooms
2 people
38
Hang up decorations
3 people
39
Put up signage
2 people
40
Run the sound check
5 people
41
Test light show
3 people
42
Chill the catering
2 people
43
Hold staff briefing
4 people
44
Set up the cash register and scanning station
2 people
45
Check toilets
2 people
46
Welcome performers
2 people
47
Welcome the audience
4 people
48
Scan Tickets
4 people
49
Manage the cloakroom
2 people
50
Support the first performance
3 people
51
Serve snacks
3 people
52
Serve drinks
3 people
53
Refill drinks
2 people
54
Swap performances
4 people
55
Keep the audience area clean
2 people
56
Serve artist meals
2 people
57
Restock toilets
58
Play the break program
59
Support the headliner
4 people
60
Guide the audience to the exit
4 people
61
Manage coat check
2 people
62
Close the register
2 people
63
See off the artists
2 people

Aftercare

64
Close catering
3 people
65
Collect waste
4 people
66
Dismantle furniture
4 people
67
Remove decorations
3 people
68
Dismantle audio equipment
4 people
69
Dismantle lighting equipment
3 people
70
Dismantle the stage
6 people
71
Clean the venue
5 people
72
Clean the restrooms
2 people
73
Inventory materials
2 people
74
Return equipment
2 people
75
Distribute leftover food
2 people
76
Dispose of waste
2 people
77
Return borrowed items
2 people
78
Register lost and found items
79
Process artist invoices
80
Send visitor messages

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
High tablesqty 12
Beer tablesqty 8
Chairsqty 80
Coat racksqty 4
Coat hangersqty 350
Bollardsqty 24

Equipment

PA speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Mixing console
Wireless microphonesqty 4
Wired microphonesqty 6
Microphone standsqty 8
DI boxesqty 4
Stage cablesqty 30
Multi-cableqty 2
Audio recorder

Lighting

LED spotlightsqty 12
Moving headsqty 6
Light standsqty 4
Light controller
Extension cordsqty 20
Power stripsqty 12
Cable traysqty 16
Battery lampsqty 8

Decorations

Backdrop clothqty 2
Stage curtain
Balloon archesqty 2
Directional signsqty 12
Program postersqty 20
Wristbandsqty 400
Stage logo

Tableware

Reusable cupsqty 500
Wine glassesqty 60
Coffee cupsqty 50
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 20
Serving spoonsqty 12
Coffee potsqty 4
Water jugsqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Ice packsqty 24
Food warmersqty 6
Washing-up tubsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Emergency lightsqty 6
Vestsqty 15
Flashlightsqty 8
Walkie-talkiesqty 10
Emergency blanketsqty 10
Conesqty 20
Barrier tapeqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Waste binsqty 8
Cleaning clothsqty 30
Glovesqty 20
Hand soap dispensersqty 8

Production

Cable tiesqty 200
Gaffer tapeqty 12
Cable tiesqty 200
Tool casesqty 2
Batteriesqty 40
Clipboardsqty 10
Pensqty 30
Printer paperqty 2
Wristband scissorsqty 4

Catering

Groceries

Tips

Book the artists and venue first, then apply for permits with the confirmed capacity, timetable and site layout. Allow several weeks for approvals rather than treating the permit as a final paperwork task.
Request each artist’s technical requirements before booking equipment. Check the list against the PA speakers, subwoofers, stage monitors, microphones, DI boxes, mixing console and available power.
Open ticket sales only after the programme, capacity and audience information are stable. Export the ticket list before doors open and give access-control staff a clear process for exceptions and late changes.
Set deadlines for catering, dietary requirements, security and first aid at least 7 days before the concert. A menu is not enough on its own: confirm serving times, staff access and where supplies can be stored.
Run a complete venue walk-through on the day before or morning of the show. Check emergency exits, audience flow, cable trays, lighting stands, stage steps, coat facilities and cleaning before the technical team starts its final setup.

Frequently asked questions

How far in advance should I organise a pop concert?: Start at least 3 to 6 months before the concert. Artists, venue availability, permits and technical production usually determine the schedule, while invitations and ticket sales follow once those points are confirmed.
When should I book sound and lighting for a pop concert?: Book production suppliers as soon as the artist requirements are available, ideally 8 to 12 weeks before the show. Confirm the equipment list and power needs again 2 weeks before load-in.
How many security and first aid staff does a pop concert need?: The required number depends on venue capacity, layout and local rules, so confirm it with the venue and authorities. Finalise coverage no later than 2 weeks before the concert and include the access plan and emergency exits in the briefing.
When should I send information to concertgoers?: Send the main audience information 7 to 10 days before the concert, including doors time, programme, transport or access details and entry rules. Send a short update 24 hours before the event if weather or logistics could affect arrival.

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.