How to organise a rave without losing control

A rave needs more than a DJ, speakers and a dark room. Start by securing the date and venue, then check permits, noise limits and power before booking production or artists. Build the event around a realistic capacity, a clear floor plan and enough staff for entry, security, the cloakroom and bar. The final week is for confirmations and stock; the event day is for testing every cable, briefing the team and opening on time.

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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
Check permits and notifications
3
Arrange sound agreements with the venue
2 people
4
Book DJs and performers
2 people
5
Make equipment reservations
6
Arrange security and cloakroom
7
Set catering and drink sales
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Order wristbands and tickets
12
Create a run sheet for the DJ set
2 people
13
Create a room layout
2 people
14
Determine power outlets and cable routes
2 people
15
Confirm Equipment Deliveries
16
Check the shopping list
2 people
17
Buy stock of drinks and snacks
3 people
18
Sort wristbands and tickets
2 people
19
Chill drinks
3 people
20
Portion snacks
3 people
21
Prepare team briefing

Event

22
Open venue
2 people
23
Check floors and entrances
2 people
24
Set up tables and chairs
4 people
25
Set up the cloakroom
2 people
26
Set up the bar and serving area
4 people
27
Build the stage and DJ booth
4 people
28
Connect speakers and monitors
3 people
29
Connect the lighting system
3 people
30
Tape down cables securely
2 people
31
Hang up decorations
3 people
32
Program the light show
2 people
33
Perform sound check
3 people
34
Set out drinks and snacks
4 people
35
Test the cash register and payment terminal
2 people
36
Check and restock toilets
2 people
37
Hold team briefing
8 people
38
Staff the entrance and registration
3 people
39
Hand out wristbands
2 people
40
Staff the cloakroom
2 people
41
Staff the bar
4 people
42
Serve snacks
2 people
43
Refill drinks
2 people
44
Refill ice
45
Keep the dance floor clear
2 people
46
Clean the toilets in between
2 people
47
Empty trash bins
2 people
48
Change DJ Set
2 people
49
Adjust lighting settings
50
Announce the final round
51
Let visitors leave calmly
4 people

Aftercare

52
Close the register
2 people
53
Switch off equipment
3 people
54
Pack bar stock
3 people
55
Put furniture back
4 people
56
Remove decorations
3 people
57
Collect and sort waste
4 people
58
Wash dishes and glassware
3 people
59
Clean floors and sanitary areas
3 people
60
Pack up cables and equipment
4 people
61
Check borrowed items
2 people
62
Return equipment
2 people
63
Return venue keys
64
Archive cloakroom items
65
Store lost and found items
2 people

What to bring

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

Furniture

High tablesqty 12
Bar stoolsqty 16
Foldable tablesqty 6
Folding chairsqty 24
Coat racksqty 4
Clothes hangersqty 250
Bar cabinet
Bollardsqty 12

Equipment

DJ table
DJ mixer
Music playersqty 2
Main microphone
Wireless microphone
Speakersqty 4
Speaker standsqty 4
Monitor speakersqty 2
Mixer
DI boxesqty 2
XLR cablesqty 10
Power splittersqty 8
Extension cordsqty 12
Cable reelsqty 4
Cable traysqty 12
Gaffer tapeqty 8

Lighting

LED PAR lightsqty 12
Moving headsqty 4
Strobe light
UV lampsqty 4
Light standsqty 4
Light controller
Mood lightingqty 10

Decorations

Lighted garlandsqty 8
Metallic curtainsqty 6
Fluorescent tapeqty 10
Balloonsqty 100
Welcome sign
Directional signsqty 8

Tableware

Reusable cupsqty 300
Wine glassesqty 60
Shot glassesqty 60
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12

Kitchen

Coolersqty 8
Ice bucketsqty 4
Bottle openersqty 6
Pliersqty 8
Scissorsqty 4
Cutting boardsqty 4
Knivesqty 6
Storage binsqty 12
Cash boxesqty 2
Payment terminalsqty 2
Wristbandsqty 250
Ticket rollsqty 3

Cleaning

Mopsqty 4
Bucketsqty 4
Vacuum cleaner
Cleaning cartsqty 2
Hand broomsqty 4
Waste binsqty 12
Toilet brushesqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Check permits, notifications and the venue’s sound limits before announcing the rave. Allow at least 4–6 weeks for approvals or venue requirements, and get the permitted end time in writing.
Book DJs and production together rather than separately. Confirm the mixer, music players, monitors, speakers, lighting controller and microphone requirements with each act at least 2 weeks before the event.
Draw the floor plan before placing furniture or running cables. Keep entrances, exits and the cloakroom clear, route power cables away from walking paths, and secure crossings with cable ramps or gaffer tape.
Plan drinks and snacks from your expected attendance, not the room’s maximum capacity. Chill drinks before doors open, portion snacks in advance and keep a small reserve for the final hour.
Use the last 2 hours before opening for a structured check: test every audio and lighting channel, inspect the floor and entrances, stock the bar and cloakroom, then brief the team on queues, incidents and closing tasks.

Frequently asked questions

How long does it take to organise a rave?: Allow at least 6–8 weeks for a small rave, and longer if permits, a new venue or several artists are involved. Finish the venue, sound-limit and performer decisions first; leave the final 7 days for confirmations, stock and sorting tickets or wristbands.
How many drinks should I buy for a rave?: Use roughly 2–3 drinks per person for the first hour, then about 1 drink per person per hour after that, adjusting for your event length and whether water is freely available. Add a reserve of around 10% and chill the first service before doors open.
When should I book DJs and rave equipment?: Book DJs and essential equipment as soon as the date and venue are confirmed, preferably 4–6 weeks ahead. Reconfirm deliveries, cable requirements, set times and technical specifications during the final week.
What should I check before opening a rave?: Start the final check at least 2 hours before guests arrive. Test sound, monitors, microphones and lights; inspect entrances and exits, set up the cloakroom and bar, confirm tickets or wristbands, and complete the team briefing before opening.

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.