How to organise a square concert from start to finish

A square concert needs more than a stage and a band. Start by securing the date, square and permissions, then lock in artists, sound, power, sanitation and insurance before promoting the programme. The final weeks are about registrations, catering, volunteer shifts, security and the technical details in each artist rider. Use the last inspection to check access, equipment, weather plans and the handover between teams, so problems are solved before the first performance.

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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 the date and venue
2
Check the permit
3
Finalize artist contracts
4
Book sound company
5
Check power supply
2 people
6
Reserve restroom facilities
7
Check insurance
8
Compile program
2 people
9
Collect artist information
10
Check technical riders
2 people
11
Send invitations
2 people
12
Post promotion online
13
Distribute posters
3 people
14
Process registrations
15
Collect dietary requirements
16
Place catering order
17
Assign volunteers
2 people
18
Arrange security
19
Record emergency contact
20
Check the weather forecast
21
Confirm backup weather plan
2 people
22
Do the shopping
3 people
23
Collect equipment
2 people
24
Send artist briefing
25
Inspect venue
2 people
26
Mark route and loading area
2 people
27
Bring materials to the square
4 people
28
Put up barriers
3 people
29
Set up the stage
4 people
30
Set up tents
4 people
31
Set up tables and chairs
4 people
32
Connect the sound system
3 people
33
Connect the lighting system
2 people
34
Secure power cables
2 people
35
Hang up decorations
3 people
36
Set up the catering buffet
3 people
37
Chill drinks
2 people
38
Set up the coffee and tea station
2 people
39
Check toilets
2 people
40
Put up the information board

Event

41
Welcome performers
2 people
42
Set up the artist dressing room
43
Run the sound check
4 people
44
Brief volunteers
2 people
45
Open the public entrance
3 people
46
Welcome visitors
3 people
47
Distribute program
2 people
48
Support the first performance
3 people
49
Serve snacks
3 people
50
Serve drinks
3 people
51
Refill drinks
2 people
52
Restock the buffet
2 people
53
Guide the audience
3 people
54
Tear down the performances
3 people
55
Assist performers
2 people
56
Check toilets periodically
2 people
57
Remove waste regularly
2 people
58
Refill coffee and tea
2 people
59
Answer audience questions
2 people
60
Support the final performance
3 people
61
Announce the end of the event
62
Guide the audience to the exit
3 people
63
Check out artists
2 people

Aftercare

64
Shut down the sound system
3 people
65
Turn off lighting system
2 people
66
Catering breakdown
3 people
67
Collect tableware
3 people
68
Collect waste
4 people
69
Clean the square
4 people
70
Take down tables and chairs
4 people
71
Take down tents
4 people
72
Dismantle the stage
4 people
73
Remove the barriers
3 people
74
Return materials
3 people
75
Return equipment
2 people
76
Wash dishes
3 people
77
Store leftover stock
2 people
78
Dispose of waste
2 people
79
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Stage sectionsqty 12
Stage steps
Tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Clothes racksqty 2
Beverage coolersqty 2
Buffet tablesqty 4
Crowd control barriersqty 12
Conesqty 12

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Instrument cablesqty 8
Power stripsqty 8
Extension cordsqty 10
Power splitterqty 2
Walkie-talkiesqty 8
Charging stationsqty 2
Flashlightsqty 6
Music standsqty 6
Spare batteriesqty 24

Lighting

LED stage lightsqty 6
Light standsqty 2
String lightsqty 6
Work lightsqty 4

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Serving plattersqty 12

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Pliersqty 6
Ice packsqty 20

Decorations

Buntingqty 8
Balloon archesqty 2
Stage drapesqty 4
Program boardsqty 3
Directional signsqty 6
Tableclothsqty 12
Cable tiesqty 100
Gaffer tapeqty 6

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Broomsqty 3
Mopsqty 3
Bucketsqty 4
Hand sanitizer dispensersqty 6
Toilet brushesqty 3

Catering

Groceries

Tips

Confirm the square, permit requirements and backup weather plan before signing artist contracts. Outdoor conditions can affect staging, power, lighting and audience capacity, so keep these decisions linked.
Book the sound company as soon as the programme is stable, then compare every technical rider with the mixing console, speakers, subwoofers, monitors, microphones, stands, DI boxes and cables you will need. Allow at least one separate check for missing adapters or cable lengths.
Create a written running order with setup, soundcheck, doors, performances, changeovers and finish time. Send the artist briefing at least 7 days before the concert, including arrival instructions, stage access and the person handling technical questions.
Set volunteer shifts around the busiest moments rather than assigning everyone for the whole day. Cover registration, artist support, catering, audience guidance, waste, security and first aid, with one named coordinator available throughout the programme.
Inspect the square before equipment arrives and again after setup. Check extension-cord routes, the power distributor, stage sections, podium stairs, lighting stands, tents, toilets and emergency access; do not leave this inspection until the audience is arriving.

Frequently asked questions

When should I start organising a square concert?: Start at least 12 to 16 weeks before the concert. Confirm the square, permits, insurance, artists, sound company, power and sanitation first; promotion and registrations can follow once the programme is firm.
How far in advance should artists receive the concert briefing?: Send the final briefing at least 7 days before the event. Include arrival and parking details, set times, soundcheck, contact numbers, technical requirements and the procedure for weather or programme changes.
How much time is needed for soundcheck at a square concert?: Allow at least 30 minutes per act, plus 60 to 90 minutes for the first full system check. Add extra time if several performers share the stage or if the technical riders require different instruments and connections.
When should I check the weather for an outdoor square concert?: Check the forecast 7 days before the concert, again 48 hours ahead and on the morning itself. Set a clear decision deadline, such as 24 hours before opening, for tents, schedule changes or activating the backup plan.

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