How to organise a reggae concert without missing the essentials

A reggae concert depends on more than booking musicians and putting up a stage. Start by fixing the venue and date, then work through permits, insurance, artists, technical production and audience logistics in that order. Sound, power and access need extra attention because delays in any one of them affect the whole programme. Use the plan to coordinate the 80 tasks and 58 items before concert day, rather than trying to solve missing equipment or suppliers at the last minute.

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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 location and date
2
Hire musicians
2 people
3
Create the sound plan
2 people
4
Create the lighting plan
2 people
5
Check permits
6
Check insurance
7
Book catering
8
Reserve security
9
Reserve toilets
10
Check power reservation
11
Send invitations
2 people
12
Process registrations
13
Collect dietary requirements
14
Publish the program
15
Communicate admission prices
16
Send artist information
17
Check the technical rider
2 people
18
Confirm the catering menu
2 people
19
Assign volunteers
2 people
20
Plan the access route
2 people
21
Check emergency exits
2 people
22
Publish parking information
23
Check the weather forecast
24
Check the inventory list
2 people
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Prepare catering
3 people
28
Prepare artist reception
2 people
29
Open venue
2 people
30
Set up the stage
4 people
31
Set up sound equipment
4 people
32
Set up lighting
3 people
33
Connect power supply
2 people
34
Set up the audience area
4 people
35
Set up tables
3 people
36
Set up chairs
3 people
37
Hang up decorations
3 people
38
Test the lighting
2 people
39
Perform sound check
4 people
40
Set up the artist dressing room
2 people
41
Build the catering buffet
3 people
42
Set up the bar
3 people
43
Set up the cash register and entrance
2 people
44
Check restroom facilities
2 people
45
Conduct a safety check
2 people

Event

46
Welcome performers
2 people
47
Staff the entrance
3 people
48
Staff the cloakroom
2 people
49
Welcome the audience
3 people
50
Serve drinks
3 people
51
Refill drinks
2 people
52
Serve snacks
3 people
53
Restock the buffet
2 people
54
Empty trash bins
2 people
55
Keep the audience area clean
2 people
56
Support the first performance
2 people
57
Provide break music
58
Support the second performance
2 people
59
Support the headliner
3 people
60
Take care of artists backstage
2 people
61
Check the sound level
62
Operate the light show
63
Announce the final round
64
Ensure the audience leaves safely
4 people
65
Close the register
2 people
66
Close the bar
3 people

Aftercare

67
Dismantle audio equipment
4 people
68
Dismantle the lighting setup
3 people
69
Dismantle the stage
4 people
70
Clear away furniture
4 people
71
Remove decorations
3 people
72
Wash dishes
3 people
73
Clean the bar
2 people
74
Clean the audience area
4 people
75
Clean the restrooms
2 people
76
Collect waste
3 people
77
Inventory materials
2 people
78
Return borrowed materials
2 people
79
Hand over the venue
2 people
80
Collect supplier invoices

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 12
Buffet tablesqty 6
Beer tablesqty 8
Chairsqty 80
Coat racksqty 3
Clothes hangersqty 180
Stage sectionsqty 12
Backdrop

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Instrument cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12

Lighting

LED spotlightsqty 8
Light standsqty 2
Mood lightingqty 10
Light cablesqty 8

Tableware

Reusable cupsqty 300
Wine glassesqty 80
Platesqty 180
Bowlsqty 80
Cutlery setsqty 180
Serving spoonsqty 12
Serving plattersqty 16

Kitchen

Coolersqty 6
Ice containersqty 4
Food warmersqty 6
Chafing dishesqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Kitchen tongsqty 8
Bar measuring cupsqty 4
Bottle openersqty 6

Decorations

Rasta flagsqty 12
Colored clothsqty 10
Tableclothsqty 12
Menu boardsqty 4
Directional signsqty 10
Wristbandsqty 200
Admission ticketsqty 200

Cleaning

Waste binsqty 12
Broomsqty 4
Floor squeegeesqty 3
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Barrier tapeqty 4
Vestsqty 12

Catering

Groceries

Tips

Lock in the venue and date before booking musicians, catering or toilets. Then check permits, insurance and the available power supply early; approval or capacity problems can force changes to the entire setup.
Build the sound plan around the musicians’ technical rider. Confirm the mixing console, speakers, subwoofers, monitor speakers, microphones, DI boxes and cables before publishing the programme or sending final artist information.
Treat power and cable safety as part of production, not as a concert-day detail. Confirm the power reservation, route extension cords safely, and use cable mats wherever audience members or crew will cross cables.
Set the audience flow before invitations go out. Publish admission prices, parking information and the access route, while assigning volunteers to registration, entry and practical questions; also check emergency exits before opening.
Confirm catering quantities and dietary requirements before the menu is final. Reusable cups, plates, bowls, cutlery and serving spoons are easy to overlook, especially when buffet tables and drinks service are being arranged by different people.

Frequently asked questions

How far in advance should I organise a reggae concert?: Start at least 12 to 16 weeks before the concert. Use the first two weeks to secure the venue and date, check permits and insurance, and approach musicians; technical production, catering, security and audience communication can then follow in a fixed order.
How many speakers and subwoofers do I need for a reggae concert?: There is no reliable number without the venue size, audience capacity and technical rider. Confirm the system with the sound engineer at least 4 weeks ahead, including main speakers, subwoofers, monitor speakers, microphones, DI boxes and spare cables.
When should I check permits and insurance for a reggae concert?: Check both within the first 2 weeks, before promoting the event or taking registrations. Some applications and policy confirmations can take several weeks, and the venue may already have requirements for capacity, emergency exits or power.
What should I do on the day before a reggae concert?: Check the weather forecast, inventory list, access route, emergency exits and power reservation 24 hours beforehand. Confirm arrival times with artists, caterers, security and volunteers, and keep a final contact list available for the organiser and technical crew.

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.