How to organise a radio concert
A radio concert needs two plans running together: the live event and the broadcast. Start by confirming performers, venue capacity, permits and technical requirements before inviting the audience. Then build one programme that works for the stage, presenters and radio schedule, with a detailed technical run sheet for every microphone, music file and changeover. Leave time for a full frequency and sound check, and confirm transport, dietary requirements and audience information before event day.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Invite performers
- 2
Confirm performances
2 people
- 3
Collect artist information
- 4
Compile program
2 people
- 5
Check venue capacity
2 people
- 6
Check permits
- 7
Make reservations
- 8
Gather technical requirements
2 people
- 9
Plan radio program
2 people
- 10
Test the broadcast frequency
2 people
- 11
Send invitations
2 people
- 12
Process registrations
- 13
Collect dietary requirements
- 14
Send audience information
- 15
Confirm artist transport
- 16
Determine catering quantities
2 people
- 17
Create technical run sheet
2 people
- 18
Draw stage layout
2 people
- 19
Assign microphone channels
2 people
- 20
Gather music files
- 21
Place promotional materials
2 people
- 22
Check the shopping list
2 people
- 23
Do the shopping
3 people
- 24
Chill drinks
2 people
- 25
Set up non-perishable supplies
2 people
Event
- 26
Open venue
2 people
- 27
Clear the loading and unloading area
2 people
- 28
Set up the stage
4 people
- 29
Set up audience seating
4 people
- 30
Set up tables
3 people
- 31
Connect sound equipment
3 people
- 32
Connect the radio equipment
2 people
- 33
Install lighting
2 people
- 34
Tape down cables securely
2 people
- 35
Hang up decorations
3 people
- 36
Set up the catering buffet
3 people
- 37
Set up artist room
2 people
- 38
Set up the reception desk
2 people
- 39
Lay out program brochures
2 people
- 40
Perform a technical line check
3 people
- 41
Test microphones
3 people
- 42
Test radio sound
2 people
- 43
Welcome performers
2 people
- 44
Have the performers do a sound check
3 people
- 45
Open audience entrance
3 people
- 46
Register visitors
2 people
- 47
Hand out program brochures
2 people
- 48
Deliver the opening presentation
- 49
Guide the performances
3 people
- 50
Operate the radio broadcast
2 people
- 51
Announce performers
- 52
Serve drinks
3 people
- 53
Refill drinks
2 people
- 54
Refill snacks
2 people
- 55
Collect tableware
2 people
- 56
Keep the audience area clean
2 people
- 57
Serve artist meals
2 people
- 58
Play break music
- 59
End final performance
2 people
- 60
See the audience out
3 people
- 61
Turn off the sound equipment
2 people
- 62
Close cash register and registration
2 people
Aftercare
- 63
Clean up catering
3 people
- 64
Wash dishes
3 people
- 65
Collect waste
3 people
- 66
Clean the venue
4 people
- 67
Tear down stage
4 people
- 68
Dismantle lighting equipment
2 people
- 69
Pack up radio equipment
2 people
- 70
Put furniture back
3 people
- 71
Check borrowed materials
2 people
- 72
Return materials
2 people
- 73
Store leftover stock
2 people
- 74
Charge equipment
2 people
- 75
Secure recording files
2 people
- 76
Collect lost property
- 77
Return venue keys
- 78
Pay performers
- 79
Send audience messages
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Stage sectionsqty 12
- Stage stepsqty 2
- Chairsqty 120
- High tablesqty 10
- Tablesqty 8
- Folding chairs for performersqty 12
- Coat racksqty 3
- Clothes hangersqty 120
Equipment
- Mixing consoleqty 2
- Speakersqty 4
- Stage monitorsqty 4
- Microphonesqty 8
- Microphone standsqty 8
- DI boxesqty 4
- Headphonesqty 4
- Audio interfaceqty 2
- Recording devicesqty 2
- Laptopsqty 2
- DI cablesqty 8
- XLR cablesqty 16
- Jack cablesqty 12
- Audio cablesqty 8
- Cable reelsqty 6
- Extension cordsqty 12
- USB sticksqty 4
Lighting
- LED spotlightsqty 8
- Light standsqty 4
- Atmosphere lightsqty 12
- Spare batteriesqty 24
Tableware
- Drinking glassesqty 150
- Coffee cupsqty 60
- Platesqty 150
- Forksqty 150
- Knivesqty 150
- Spoonsqty 100
Kitchen
- Coolersqty 6
- Serving traysqty 12
- Small bowlsqty 16
- Serving spoonsqty 8
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Thermos flasksqty 6
- Kettlesqty 2
- Coffee machinesqty 2
- Ice packsqty 24
Decorations
- Stage drapesqty 4
- Announcement signsqty 6
- Program standsqty 4
- Wristbandsqty 150
- Name badgesqty 30
Cleaning
- Broomqty 2
- Dustpan and brushqty 2
- Mopsqty 3
- Bucketsqty 3
- Waste binsqty 8
Safety
- First aid kit
- Flashlightsqty 4
- Cable matsqty 12
- Barrier tapeqty 4
- Fire extinguishersqty 2
Catering
- Groceries
Tips
- Settle the programme before sending invitations. Confirm each performance, collect artist information and leave enough time between acts for microphone changes, instrument connections and presenter links.
- Test the broadcast frequency before the audience arrives, then repeat the test with the complete audio chain: mixing console, microphones, headphones, audio interface and recording devices. A short rehearsal will reveal problems that a cable check will not.
- Draw the stage layout and assign microphone channels in advance. Mark where stage sections, monitors, microphone stands, DI boxes and cable reels go so the crew is not solving placement issues during the first performance.
- Confirm artist transport and arrival times at least 48 hours before the concert. Ask performers to send music files and technical requirements by the same deadline, then keep the final versions together on a laptop and USB stick.
- Calculate catering from confirmed registrations and dietary requirements, not from the venue capacity. Chill drinks before doors open, set out glasses, and keep non-perishable supplies separate so setup can continue without searching through shopping bags.
Frequently asked questions
- How far in advance should I organise a radio concert?
- Start at least 8 to 12 weeks ahead. Use the first 2 weeks to confirm performers, venue capacity, permits and technical requirements, then open registrations once the programme is reliable.
- When should I test the broadcast frequency?
- Test it at least 7 days before the concert if possible, and run a complete on-site test on the day. Allow 60 to 90 minutes before doors open for the final frequency, sound and recording checks.
- How do I create a technical run sheet for a radio concert?
- List every act in time order, including setup, microphone channels, DI boxes, music files, presenter links and changeovers. Add at least 10 minutes of technical buffer after each major stage change.
- How much catering do I need for a radio concert?
- Base quantities on confirmed registrations and add a 10% buffer for drinks and simple snacks. Finalise dietary requirements 5 to 7 days beforehand so catering and serving arrangements are still adjustable.
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.
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