How to organise a promenade concert

A promenade concert combines live performances with a walking route, so the planning has to connect music, movement and practical facilities. Start with the permit, location and route, then confirm the music associations and build a performance schedule around the available power and sound equipment. In the final week, focus on registrations, traffic information, weather, food and volunteer duties. On the day itself, mark the route and stage areas before setting up sound, seating, tents and refreshments.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Apply for a permit
2
Book music associations
2 people
3
Compile the performance schedule
2 people
4
Confirm location and route
2 people
5
Check power outlets
2 people
6
Reserve sound equipment
7
Book catering
8
Recruit volunteers
2 people
9
Send invitations
2 people
10
Process registrations
11
Collect dietary requirements
12
Distribute traffic information
13
Print the program
2 people
14
Check the weather forecast
15
Do the shopping
3 people
16
Collect materials
3 people
17
Chill drinks
3 people
18
Prepare snacks
4 people
19
Mark out the route
3 people
20
Mark off the stage area
3 people
21
Set up tables
4 people
22
Set up chairs
4 people
23
Build party tents
4 people
24
Hang up decorations
3 people
25
Set up sound equipment
3 people
26
Lay out power cables safely
2 people
27
Set up the catering buffet
4 people
28
Set up the cash and information desk
2 people

Event

29
Welcome performers
2 people
30
Position instruments safely
3 people
31
Run the sound check
4 people
32
Brief volunteers
2 people
33
Staff the entrance
2 people
34
Provide audience information
2 people
35
Announce performances
36
Serve snacks
4 people
37
Serve drinks
4 people
38
Refill drinks
2 people
39
Serve coffee and tea
2 people
40
Empty trash bins
2 people
41
Check toilets
42
Guide the performances
2 people
43
Guide audience exit flow
3 people

Aftercare

44
Tear down audio equipment
3 people
45
Dismantle furniture
4 people
46
Remove decorations
3 people
47
Wash dishes
3 people
48
Collect waste
4 people
49
Clean the grounds
4 people
50
Inventory materials
2 people
51
Return borrowed items
2 people
52
Store leftover stock
2 people
53
Remove traffic signs
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 120
Bar stoolsqty 12
Buffet tablesqty 4
Bollardsqty 20
Barrier fencesqty 12

Equipment

Active speakersqty 4
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 4
Monitor speakersqty 2
Speaker cablesqty 8
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Cable reelsqty 4

Lighting

LED work lightsqty 6
String lightsqty 8
Lamp Standsqty 4

Decorations

Buntingqty 12
Balloonsqty 200
Program postersqty 30
Route signsqty 12
Directional signsqty 16
Tableclothsqty 14

Tableware

Reusable drinking glassesqty 400
Coffee cupsqty 120
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 12
Pliersqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 16
Storage binsqty 12
Kitchen tongsqty 6

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 6
First aid kitsqty 2
Fire extinguishersqty 2

Catering

Groceries

Tips

Apply for the permit before booking the final programme, because the route, audience flow and use of public space may affect the approval. Allow at least four to six weeks for this step if the local authority has not given you a shorter timeline.
Build the performance schedule around setup and changeover time, not just playing time. Leave 15 to 20 minutes between associations so microphones, DI boxes, monitor speakers and cables can be checked without delaying the next act.
Walk the complete route with the traffic information in hand at least one week before the concert. Count every crossing, narrow section and entrance, then place route signs, directional signs, bollards or barrier fences where visitors could otherwise take a wrong turn.
Plan power as a complete chain: outlets, extension cords, cable reels, power strips and cable mats must reach every sound and lighting position safely. Test the active speakers, mixer, microphones and LED work lights on site no later than the day before.
Set a firm deadline for registrations and dietary requirements, ideally seven days before the event. Use the final count to buy drinks and snacks, chill reusable glasses and prepare catering; do not wait until the morning of the concert to discover missing coffee cups or table space.

Frequently asked questions

How far in advance should I organise a promenade concert?: Start at least eight to twelve weeks ahead. Use the first two weeks for the permit, location and route, then confirm performers, sound equipment, catering and volunteers before sending invitations.
How much time should I allow between performances?: Allow 15 to 20 minutes between performances when equipment needs to move or microphones need to be changed. Add a longer break of at least 30 minutes if the audience walks to another stage area.
When should I check the weather for a promenade concert?: Check the forecast seven days before the event and again 48 hours and 6 hours beforehand. Make the final decision about party tents, route changes, seating and outdoor sound equipment no later than the morning of the concert.
How many volunteers do I need for a promenade concert?: Plan for at least one volunteer per active stage or route point, plus two people for registration and two for catering. For a small event with two performance areas, that means a practical starting point of six volunteers.

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.