How to organise a square concert from the first booking to the final cable check

A square concert combines an outdoor performance, public-space logistics and hospitality, so the order of your planning matters. Start by fixing the date, programme and performers before you commit to the square or venue. Then work through permits, power, sound, weather planning and audience flow, followed by promotion, registrations and volunteer shifts. In the final week, confirm deliveries, chilled drinks, the technical schedule and the stage layout rather than leaving them to the event day.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Confirm performers
2 people
3
Coordinate repertoire and playing times
2 people
4
Gather technical requirements
2 people
5
Reserve the venue and square
2 people
6
Check permits
2 people
7
Set sound guidelines
2 people
8
Check power supply
2 people
9
Determine the weather scenario
2 people
10
Send invitations
2 people
11
Post promotion online
2 people
12
Hang posters
3 people
13
Process registrations
2 people
14
Collect dietary requirements
2 people
15
Assign volunteers
2 people
16
Confirm deliveries
2 people
17
Make reservations
2 people
18
Check the shopping list
2 people
19
Do the shopping
3 people
20
Transport drinks refrigerated
2 people
21
Gather music files
2 people
22
Prepare the stage layout
2 people
23
Create technical schedule
2 people
24
Determine audience routing
2 people
25
Keep emergency exits clear
2 people
26
Check toilets
2 people
27
Hand out the contact list
2 people
28
Prepare the cash register
2 people
29
Lay out program brochures
2 people
30
Inspect the site
3 people
31
Confirm delivery times
2 people

Event

32
Set up tables and chairs
6 people
33
Build stage sections
6 people
34
Set up the sound system
4 people
35
Connect microphones
2 people
36
Set up instruments
4 people
37
Securely finish cables
3 people
38
Install lighting
3 people
39
Hang up decorations
3 people
40
Put up the information board
2 people
41
Set up the bar
4 people
42
Fill coolers
3 people
43
Set up coffee station
2 people
44
Set up catering
4 people
45
Lay out crockery and cutlery
2 people
46
Place waste stations
2 people
47
Restock toilet supplies
2 people
48
Staff the cash register
2 people
49
Welcome performers
2 people
50
Run the sound check
4 people
51
Announce the program
52
Welcome the audience
3 people
53
Serve drinks
4 people
54
Serve snacks
3 people
55
Refill drinks
3 people
56
Serve coffee and tea
2 people
57
Check bar stock
2 people
58
Collect waste
2 people
59
Answer audience questions
2 people
60
Assist performers
2 people
61
Play break music
62
Check the sound level
2 people
63
Adjust lighting
2 people
64
Announce the final program
65
Process final orders
2 people
66
Ensure the audience leaves safely
4 people

Aftercare

67
Turn off the sound equipment
3 people
68
Pack instruments
4 people
69
Dismantle the stage
6 people
70
Clear tables and chairs
5 people
71
Remove decorations
3 people
72
Pack bar stock
3 people
73
Wash dishes
3 people
74
Sort waste
3 people
75
Clean the grounds
5 people
76
Clean the restrooms
2 people
77
Check borrowed items
2 people
78
Return materials
3 people
79
Close the register
2 people
80
Store leftovers
2 people
81
Collect lost and found items
2 people
82
Hand over the venue
2 people
83
Return keys and access cards

What to bring

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

Furniture

Beer tablesqty 8
Folding chairsqty 80
Bar counterqty 2
High tablesqty 8
Stage sectionsqty 12
Artist tableqty 2
Clothes racksqty 2

Equipment

Sound system
Mixer
Microphonesqty 6
Microphone standsqty 6
Speakersqty 4
Monitor speakersqty 2
DI boxesqty 4
Instrument cablesqty 12
Microphone cablesqty 12
Cable reelsqty 6
Extension cordsqty 10
Cable matsqty 10
Spare batteriesqty 24
Music standsqty 12
Laptop stand

Lighting

LED spotlightsqty 8
Light standsqty 2
String lightsqty 4
Work lightsqty 4
Flashlightsqty 4

Tableware

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

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving trays with lidsqty 8
Storage binsqty 12

Decorations

Buntingqty 8
Stage drapesqty 4
Program boardsqty 3
Directional signsqty 8
Tableclothsqty 12
Chalkboardsqty 4

Cleaning

Waste binsqty 10
Waste binsqty 4
Broom setsqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 20
Hand broomsqty 4

Catering

Groceries

Tips

Set the programme before finalising the site: confirm each performer’s playing time, repertoire and technical requirements, then build one technical schedule around changeovers and sound checks.
Check power early, not when the sound system arrives. List every powered item, including the mixer, speakers, monitors, lighting and cable reels, and arrange a safe route with cable mats and clear emergency exits.
Make the weather plan operational. Decide in advance what happens to the stage, audience seating, sound equipment and lighting if rain or strong wind is forecast, and communicate the decision deadline to performers and volunteers.
Plan audience movement before placing beer tables, folding chairs, high tables and the bar. Keep entrances, service points and emergency exits separate so queues do not block people leaving the square.
Treat the final 48 hours as a confirmation period: check registrations and dietary requirements, reconfirm deliveries and reservations, transport drinks refrigerated, and make sure spare batteries, cables and work lights are on site.

Frequently asked questions

How far in advance should I organise a square concert?: Start at least 8 to 12 weeks before the concert. Use the first weeks for the date, performers, square or venue, permits and technical requirements; leave the final week for confirmations and setup details.
What should I arrange first for a square concert?: Fix the date and programme first, then confirm the performers and reserve the square or venue. Check permits and the power supply before promoting the event, because those decisions can change the format or capacity.
When should I check the sound and power requirements?: Collect the performers’ requirements at least 4 to 6 weeks before the concert. Turn them into a shared technical schedule covering microphones, DI boxes, cables, monitors, speakers and power connections before equipment is delivered.
How do I prepare for bad weather at an outdoor concert?: Set a weather decision deadline at least 24 hours before the event, with a named person responsible for the call. Prepare separate actions for rain and wind, including protecting or moving sound equipment, adjusting audience routing and informing performers and visitors.

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.