How to organise a sponsor concert

A sponsor concert needs more than a confirmed band and a room. Start by fixing the date, venue and music programme, then secure artists, sponsors, permits, insurance and technical suppliers before promoting the event. Guest registration, sponsor logos, dietary requirements and volunteer roles need firm deadlines. In the final week, check the running order, access arrangements, sound requirements and printed materials. This approach keeps sponsor expectations, artist needs and the guest experience aligned.

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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
Compile the music program
3 people
3
Confirm performing musicians
2 people
4
Record sponsor agreements
2 people
5
Check permits
6
Check insurance
7
Reserve sound equipment
2 people
8
Book catering
2 people
9
Reserve photographer
10
Design invitations
2 people
11
Send invitations
2 people
12
Post promotion online
2 people
13
Distribute posters
3 people
14
Process registrations
2 people
15
Collect dietary requirements
16
Create final guest list
2 people
17
Have the program printed
18
Collect sponsor logos
2 people
19
Prepare name badges
2 people
20
Assign volunteers
2 people
21
Print the run sheet
22
Check technical requirements
2 people
23
Arrange keys and access
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Prepare catering
4 people

Event

27
Open venue
2 people
28
Clear the stage area
4 people
29
Set up tables and chairs
5 people
30
Set up the entrance desk
2 people
31
Build the catering buffet
3 people
32
Set up the bar
3 people
33
Hang up decorations
3 people
34
Install sponsor banners
2 people
35
Set up sound equipment
3 people
36
Set up lighting equipment
2 people
37
Set up instruments
4 people
38
Perform sound check
4 people
39
Perform a lighting check
2 people
40
Set out the programs
2 people
41
Brief volunteers
3 people
42
Check doors and escape routes
2 people
43
Staff the entrance
3 people
44
Welcome guests
3 people
45
Hand out programs
2 people
46
Register donations
2 people
47
Host the concert
48
Serve drinks
4 people
49
Serve snacks
4 people
50
Refill drinks
2 people
51
Restock the buffet
2 people
52
Collect used dishes
2 people
53
Check toilets
54
Supervise the break program
2 people
55
Thank sponsors
56
Escort the last guests
2 people

Aftercare

57
Tear down audio equipment
3 people
58
Store instruments safely
4 people
59
Remove decorations
3 people
60
Put furniture back
5 people
61
Collect waste
3 people
62
Wash dishes
3 people
63
Clean the bar and kitchen
3 people
64
Clean the room
4 people
65
Clean the restrooms
2 people
66
Close cash register and donations
2 people
67
Collect lost and found items
68
Return equipment
2 people
69
Return venue keys
70
Send sponsor thank-yous
2 people
71
Share photos with participants

What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Bar stoolsqty 6
Coat racksqty 2
Dressing room tablesqty 3
Changing room chairsqty 12

Equipment

Speakersqty 4
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 12
Extension cordsqty 6
Power stripsqty 10
Laptop
Music standsqty 12
Cable matsqty 12

Lighting

Stage lightsqty 6
Atmosphere lightsqty 10
Light standsqty 4

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8
Storage binsqty 12
Washing-up bowlsqty 3

Decorations

Sponsor bannersqty 8
Buntingqty 6
Tableclothsqty 12
Flower arrangementsqty 8
Program boardsqty 4
Directional signsqty 10

Catering

Entrance desk
Donation boxesqty 3
Cash register
Payment terminal
Menu Card Holdersqty 6
Drink dispensersqty 3
Bottle openersqty 4
Thermos flasksqty 6
Waste binsqty 8
Coat hangersqty 150
Name badgesqty 40
Program leafletsqty 150
Vocal cordsqty 120

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8
Toilet brushesqty 3

Groceries

Groceries

Tips

Set the venue, date and music programme before sending invitations. Allow at least 8–10 weeks for sponsor agreements, artist confirmations, permits and insurance checks to avoid promoting an event that is not yet secure.
Collect each sponsor’s approved logo and any wording by a fixed deadline, ideally 3 weeks before the concert. Late logos can hold up the printed programme, signage and online promotion.
Ask guests for dietary requirements when they register, then freeze the final guest list 5–7 days before the event. This gives catering enough time to prepare food and lets you print badges and seating materials accurately.
Run a technical check with the musicians and sound team at least 1 week beforehand. Confirm microphones, DI boxes, monitor needs, music stands, cable routes and power access rather than discovering missing equipment during load-in.
Print the running order, volunteer assignments and access instructions 1–2 days before the concert. On the day, assign one person to greet sponsors and guests while another handles musicians, backstage access and technical questions.

Frequently asked questions

How far in advance should I organise a sponsor concert?: Start at least 8–12 weeks before the concert. Use the first weeks to secure the venue, musicians, sponsors, permits, insurance and sound equipment before sending public invitations.
When should sponsor logos be collected for a concert?: Set a deadline around 3 weeks before the event. Ask for high-resolution files and approved names or wording so the programme and promotional materials can be completed without last-minute changes.
When should I confirm catering numbers for a sponsor concert?: Close registration and confirm the final guest count 5–7 days before the concert. Collect dietary requirements during registration, not on the event day, so the caterer can plan portions and alternatives.
How early should the sound check start for a sponsor concert?: Plan technical setup and sound check at least 2–3 hours before guests arrive. Allow extra time if several musicians use microphones, DI boxes or separate stage monitors, and keep the stage access route clear.

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.