How to organise a promotion concert from start to finish
A promotion concert needs more than a performer and a room. Start by confirming the venue and date, then secure the artists, permits, insurance and technical setup before promoting the event. Build your audience plan around a clear registration process, and leave enough time to print and distribute posters as well as schedule social updates. In the final week, confirm artist information, dietary requirements, equipment and volunteer roles so the concert day runs from one shared run sheet.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Confirm location and date
2 people
- 2
Book performers
2 people
- 3
Check permits
- 4
Check insurance
- 5
Define the target audience for the promotion
2 people
- 6
Write promotional copy
2 people
- 7
Design poster
2 people
- 8
Create online event
- 9
Send invitations
2 people
- 10
Post social media updates
2 people
- 11
Distribute posters
3 people
- 12
Process registrations
- 13
Collect dietary requirements
- 14
Collect artist information
- 15
Check technical requirements
2 people
- 16
Reserve Sound System
- 17
Reserve the lighting setup
- 18
Book catering
- 19
Determine beverage stock
2 people
- 20
Plan the reservation table
- 21
Schedule volunteers
- 22
Assign first aid lead
- 23
Print the run sheet
- 24
Share the artist route
- 25
Update visitor list
- 26
Count wristbands and tickets
2 people
- 27
Do the shopping
3 people
- 28
Store drinks refrigerated
2 people
- 29
Send artist briefing
- 30
Check the weather forecast
Event
- 31
Open venue
2 people
- 32
Clear loading and unloading area
2 people
- 33
Set up tables and chairs
4 people
- 34
Set up the entrance and reception desk
2 people
- 35
Clear the stage area
3 people
- 36
Set up the sound system
3 people
- 37
Set up lighting
2 people
- 38
Connect microphones
2 people
- 39
Set up instruments
3 people
- 40
Perform sound check
3 people
- 41
Perform lighting test
2 people
- 42
Set up the buffet and bar
3 people
- 43
Prepare snacks
3 people
- 44
Chill drinks
2 people
- 45
Prepare the attendance list
- 46
Prepare tickets and wristbands
2 people
- 47
Conduct a safety check
2 people
- 48
Welcome performers
2 people
- 49
Welcome visitors
3 people
- 50
Check tickets
2 people
- 51
Serve welcome drinks
2 people
- 52
Hand out promotional materials
2 people
- 53
Give the opening speech
- 54
Support the first performance
3 people
- 55
Serve snacks
3 people
- 56
Refill drinks
2 people
- 57
Support the second performance
3 people
- 58
Serve the artists' meal
2 people
- 59
Answer visitor questions
2 people
- 60
Make program announcements
- 61
Support the main performance
4 people
- 62
Guide the photo moment
2 people
- 63
Deliver farewell speech
- 64
Serve farewell drinks
2 people
- 65
See visitors out
3 people
- 66
Switch off equipment
2 people
- 67
Close off drinks and food
2 people
Aftercare
- 68
Dismantle furniture
4 people
- 69
Tear down audio equipment
3 people
- 70
Take down lighting equipment
2 people
- 71
Collect waste
3 people
- 72
Wash dishes
2 people
- 73
Clean the bar and kitchen
3 people
- 74
Clean the restrooms
2 people
- 75
Hand over the venue
2 people
- 76
Return rental items
2 people
- 77
Pay performers
- 78
Save photos and files
- 79
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 8
- Folding chairsqty 120
- Bar stoolsqty 8
- Buffet tablesqty 3
- Clothes racksqty 2
- Bollardsqty 8
- Stage sectionsqty 6
Tableware
- Drinking glassesqty 180
- Wine glassesqty 60
- Coffee cupsqty 60
- Platesqty 150
- Dessert platesqty 120
- Cutlery setsqty 150
- Serving spoonsqty 10
- Serving plattersqty 12
Equipment
- Speakersqty 4
- Mixer
- Microphonesqty 5
- Microphone standsqty 5
- Monitor speakersqty 2
- DI boxesqty 4
- XLR cablesqty 12
- Jack cablesqty 8
- Extension cordsqty 6
- Power stripsqty 10
- Cable matsqty 12
- Laptop
- Spare batteriesqty 24
Lighting
- LED spotlightsqty 8
- Light standsqty 2
- Mood lightingqty 12
- String lightsqty 6
Decorations
- Promotional bannersqty 3
- Postersqty 30
- Tableclothsqty 12
- Stage drapesqty 4
- Balloonsqty 100
- Balloon pumpqty 2
- Flower arrangementsqty 6
- Menusqty 12
Catering
- Coolersqty 4
- Drink dispensersqty 3
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Serving tongsqty 10
- Wok pansqty 6
- Ice cube traysqty 4
- Groceries
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Mixing bowlsqty 6
- Measuring cupsqty 3
- Frying pansqty 2
- Aluminum foilqty 2
- Cling filmqty 2
- Paper towel holdersqty 3
Cleaning
- Bucketsqty 4
- Mopsqty 4
- Broom setsqty 3
- Vacuum cleaner
- Cleaning glovesqty 8
- Hand soap dispensersqty 4
- Toilet brushesqty 4
- Disinfectant sprayqty 4
- Microfiber clothsqty 20
Safety
- First aid kit
- Flashlightsqty 4
- Safety vestsqty 8
- Fire extinguishersqty 2
- Emergency lightsqty 4
Paper goods
- Wristbandsqty 150
- Name stickersqty 150
- Pensqty 20
- Clipboardsqty 4
- Run sheetsqty 10
- Program cardsqty 150
- Receipt rollsqty 4
Tools
- Toolboxesqty 2
- Cable tiesqty 200
- Gaffer tapeqty 6
- Sawhorsesqty 4
Tips
- Set the venue, date and audience before writing promotional copy. You need the confirmed location and performer details before creating posters, online listings or invitations.
- Check permits, insurance and technical requirements early—at least 6 to 8 weeks before the concert if possible. Late changes can affect the stage, sound system, lighting setup and running order.
- Create one registration process and update the visitor list regularly. Collect dietary requirements with registrations rather than trying to chase them during the final few days.
- Arrange the technical setup around the artists’ requirements, including microphones, monitor speakers, DI boxes, cables and power. Ask each performer for their technical information before reserving equipment.
- Give volunteers specific shifts and responsibilities, including the reservation table and first-aid lead. Print the run sheet and share the artist route before doors open so everyone knows where to be.
Frequently asked questions
- How far in advance should I organise a promotion concert?
- Start planning at least 8 to 12 weeks ahead. Confirm the venue, date and performers first, then allow several weeks for permits, promotion, registrations and technical planning.
- When should I book the sound system and lighting?
- Reserve the sound system and lighting setup as soon as the performers’ technical requirements are known, ideally 4 to 6 weeks before the concert. Recheck the equipment list during the final week.
- How many weeks should I promote a promotion concert?
- Allow at least 4 weeks for promotion, with posters and the online event ready before invitations and social media updates begin. Increase the frequency of updates during the final 7 days.
- When should I finalise the guest list and dietary requirements?
- Set a registration deadline 3 to 5 days before the concert. Update the visitor list and send the final dietary requirements to catering after that deadline, while keeping a small buffer for late registrations.
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