How to organise a stadium concert

A stadium concert needs a clear sequence: secure the venue and performers first, then build the production, safety and audience plans around them. Permits, ticketing, access control and parking affect each other, so late decisions quickly become expensive. Technical details such as the rider, stage layout, sound, lighting and communications must be confirmed before equipment and crew are booked. Use the plan below to keep approvals, suppliers, artists and event-day operations moving together.

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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
Apply for permits
2 people
2
Book performers
2 people
3
Reserve stadium
2 people
4
Prepare production plan
3 people
5
Develop safety plan
3 people
6
Open ticket sales
2 people
7
Send invitations
3 people
8
Arrange security
2 people
9
Record medical stations
2 people
10
Book catering
2 people
11
Set access control
3 people
12
Develop parking plan
2 people
13
Process registrations
3 people
14
Collect dietary requirements
2 people
15
Confirm artist travel
2 people
16
Reserve hotel rooms
2 people
17
Check the technical rider
3 people
18
Approve stage design
3 people
19
Finalize the lighting plan
2 people
20
Set the sound plan
3 people
21
Distribute the communication plan
2 people
22
Create crew accreditations
2 people
23
Print the run sheet
2 people
24
Publish audience information
2 people
25
Order groceries
2 people
26
Check ticket details
3 people
27
Prepare artist reception
3 people
28
Inspect venue
4 people
29
Confirm deliveries
2 people
30
Receive deliveries
4 people
31
Set up the stage
12 people
32
Set up the sound system
10 people
33
Set up lighting
8 people
34
Connect power supply
6 people
35
Set up crowd barriers
8 people
36
Set up tents and counters
8 people
37
Hang wayfinding signs
4 people
38
Prepare catering
6 people
39
Set up backstage
5 people
40
Do the technical sound check
8 people
41
Do the artist soundcheck
10 people
42
Set up backstage catering
4 people
43
Hold crew briefing
12 people

Event

44
Open public entrances
12 people
45
Scan Tickets
18 people
46
Search visitors
20 people
47
Staff the cloakroom
6 people
48
Staff information points
6 people
49
Serve drinks
12 people
50
Serving food
10 people
51
Refill drinks
6 people
52
Serve backstage catering
4 people
53
Guide crowd flow
12 people
54
Carry out stage changes
10 people
55
Operate the light show
4 people
56
Operate sound during the concert
5 people
57
Staff first aid posts
8 people
58
Check sanitary facilities
4 people
59
Empty trash bins
6 people
60
Guide people out
15 people
61
Close public entrances
8 people

Aftercare

62
Close bar supplies
4 people
63
Dismantle stage equipment
12 people
64
Take down lighting equipment
8 people
65
Tear down audio equipment
10 people
66
Take down tents and counters
8 people
67
Remove fences
8 people
68
Collect waste
10 people
69
Clean the grounds
10 people
70
Clean backstage
5 people
71
Clean Tableware and Glassware
5 people
72
Gather borrowed materials
4 people
73
Check the equipment
4 people
74
Pack materials
6 people
75
Return materials
4 people
76
Hand over the stadium
3 people

What to bring

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

Furniture

Beer tablesqty 30
Folding chairsqty 80
Bar stoolsqty 24
Bar countersqty 12
Backstage tablesqty 12
Backstage benchesqty 20
Clothes racksqty 8
Coat racksqty 12
Party tentsqty 10
Bollardsqty 40

Equipment

Stage sectionsqty 120
Stage stepsqty 4
Stage edgesqty 80
Line-array speakersqty 24
Subwoofersqty 12
Monitor speakersqty 12
Mixing consolesqty 3
Wireless microphonesqty 12
Wired microphonesqty 20
Microphone standsqty 20
DI boxesqty 12
Multi-cablesqty 8
Intercom setsqty 20
Walkie-talkiesqty 30
Generatorsqty 3
Fire extinguishersqty 20
Emergency lighting unitsqty 20
Flashlightsqty 30
Ticket scannersqty 20
Payment terminalsqty 20
Refrigerated trucksqty 2
Coolersqty 12
Food warmersqty 12
Coffee machinesqty 6
Kettlesqty 4

Lighting

Moving headsqty 24
LED barsqty 24
Profile spotlightsqty 12
Spotlightsqty 4
Light standsqty 10
Extension cordsqty 80
Power stripsqty 30
Cable matsqty 120
Gaffer tapeqty 30
Cable tiesqty 500

Tableware

Reusable cupsqty 7000
Platesqty 1200
Cutlery setsqty 1200
Coffee cupsqty 300
Wine glassesqty 300
Serving spoonsqty 30
Serving traysqty 30
Water jugsqty 40

Decorations

Stage drapesqty 12
Backdrop banner
Sponsor bannersqty 20
Directional signsqty 40
Entrance bannersqty 8
Wristbandsqty 6000
Crew badgesqty 250
Lanyardsqty 250
Program bookletsqty 5500
Pensqty 100

Safety

Crowd barriersqty 180
Crowd barriersqty 100
Construction helmetsqty 30
Safety vestsqty 80
First aid kitsqty 6
AEDsqty 4
Nitrile glovesqty 1000
Earplugsqty 6000
Emergency blanketsqty 100

Cleaning

Waste binsqty 80
Waste binsqty 12
Broom setsqty 12
Mopsqty 12
Bucketsqty 12
Cleaning cartsqty 6
Toilet paper holdersqty 20

Catering

Groceries

Tips

Start with the stadium, performers and permits. Confirm the venue capacity, available dates, licensing requirements and artist commitments before opening ticket sales or ordering production equipment.
Turn the technical rider into a single production plan. Check stage sections, line-array speakers, subwoofers, monitor speakers, mixing consoles, microphones, multi-cables and intercom sets against the approved stage, sound and lighting designs.
Plan audience movement before publishing ticket information. Set access control, parking, security and medical-station locations together, then explain entrances, arrival times and restrictions clearly to ticket holders.
Lock down artist and crew logistics early. Confirm travel, reserve hotel rooms, create crew accreditations and check backstage needs such as tables, benches, clothes racks and coat racks before the final schedule is printed.
Treat food and drink as a timed operation, not a last-minute order. Collect dietary requirements in advance, book catering, and place bars, beer tables, counters and seating where queues will not block entrances or emergency routes.

Frequently asked questions

How far in advance should I organise a stadium concert?: Start venue, performer and permit work at least 9 to 12 months before the concert. Large stadium productions need that lead time for approvals, ticket sales, technical design, travel and supplier availability.
When should I open ticket sales for a stadium concert?: Open sales only after the venue capacity, ticket areas, access arrangements and key safety requirements are confirmed. A practical target is 4 to 6 months before the event, leaving time to publish accurate audience information.
How do I plan sound and lighting for a stadium concert?: Begin with the artist’s technical rider, then approve the stage design, sound plan and lighting plan before final equipment orders. Allow at least 8 to 12 weeks for detailed production coordination, testing and revisions.
When should security and medical stations be arranged?: Set the security plan and record medical-station locations before ticket sales and audience information are finalised. Confirm staffing, entry points and emergency routes no later than 8 weeks before the concert.

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.