How to organise a summer concert

Start by fixing the date and location, then confirm permits before you book musicians or invite guests. Build the music programme around the performers’ technical needs, including speakers, microphones, power and stage space. Once registrations come in, collect dietary requirements, assign volunteers and create one contact list for the event day. In the final week, check the forecast, prepare your weather backup and separate setup, sound-check, catering and opening times so nothing competes for the same space.

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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
Check permits
3
Set the music program
2 people
4
Confirm performing musicians
2 people
5
Gather technical requirements
2 people
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Make reservations
10
Send artist information
11
Assign volunteers
2 people
12
Create a contact list
13
Check the weather forecast
14
Prepare bad weather plan
2 people
15
Check the shopping list
2 people
16
Do the shopping
3 people
17
Chill drinks
2 people
18
Prepare snacks
4 people
19
Portion catering
3 people
20
Prepare cash register and change
2 people
21
Print programs
22
Make name badges
23
Clear the stage
3 people
24
Inspect the site
2 people
25
Check power outlets
2 people
26
Test sound
3 people
27
Test the lighting
2 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up party tents
4 people
31
Set up the buffet
3 people
32
Set up the bar
3 people
33
Hang decorations
3 people
34
Mark the stage
2 people
35
Place waste stations
2 people
36
Check toilets
2 people

Event

37
Welcome performers
2 people
38
Brief performers
2 people
39
Welcome the audience
3 people
40
Hand out programs
2 people
41
Handle ticket sales
2 people
42
Guide audience seating
2 people
43
Providing announcements
44
Coordinate music performances
3 people
45
Monitor sound level
46
Serve drinks
3 people
47
Refill drinks
2 people
48
Serve snacks
3 people
49
Restock the buffet
2 people
50
Provide coffee and tea
2 people
51
Keep tables clean
2 people
52
Collect waste
2 people
53
Check toilets
54
Coordinate first aid
55
See the audience out
3 people
56
Close the register
2 people

Aftercare

57
Switch off equipment
2 people
58
Store instruments safely
3 people
59
Wash dishes
3 people
60
Clean the bar
2 people
61
Clean the buffet
2 people
62
Clean up the venue
5 people
63
Fold chairs
4 people
64
Take down tables
4 people
65
Take down party tents
4 people
66
Remove decorations
3 people
67
Dispose of waste
3 people
68
Clean the venue
4 people
69
Gather borrowed items
2 people
70
Check the equipment
2 people
71
Return materials
2 people
72
Chill leftover food
2 people
73
Store leftover drinks
74
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Chairsqty 120
Buffet tablesqty 3
Bar stoolsqty 8
Tableclothsqty 10

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker cablesqty 4
Microphone cablesqty 6
Extension cordsqty 6
Power stripsqty 6
DI boxesqty 3
Music standsqty 10
Cable reelsqty 3

Lighting

LED lampsqty 8
String lightsqty 6
Battery lampsqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Balloon ribbonqty 2
Stage drapesqty 2
Menu boardsqty 4

Tableware

Drinking glassesqty 150
Wine glassesqty 80
Coffee cupsqty 50
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 8
Pitchersqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving tongsqty 8
traysqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Toilet brushesqty 2

Catering

Cash register
Cash box
Price signsqty 6
Ice packsqty 20
Groceries

Tips

Confirm the location, permits and power supply before sending invitations. A site visit should include every outlet, the stage area and a plan for running extension cords and cable reels safely.
Ask each musician for technical requirements as soon as they are confirmed. Record microphone, DI box, music stand, mixer and speaker needs in one schedule, then allow at least 60 minutes for the sound check.
Set a registration deadline at least 7 days before the concert. Use the final attendee count to portion catering, prepare name badges and decide how many plates, glasses, cups and cutlery sets are needed.
Assign volunteers to specific shifts instead of giving everyone a general job. Cover arrival, artist contact, registration, the bar or buffet, stage access and closing, and share one contact list with all leads.
Make the bad-weather decision by a stated deadline, such as 24 hours before opening. Check whether party tents, battery lamps and covered equipment areas are ready; do not wait until rain starts to protect cables, instruments and food.

Frequently asked questions

How far in advance should I organise a summer concert?: Start at least 8 to 12 weeks ahead. Use the first weeks for the date, location, permits, programme and musicians, then send invitations once the core arrangements are confirmed.
When should I send invitations for a summer concert?: Send them 4 to 6 weeks before the concert, with a registration deadline around 7 days before the event. That leaves time to confirm numbers, dietary requirements, catering and name badges.
How long should a summer concert sound check take?: Allow at least 60 minutes for a small programme and more if several musicians share equipment. Have the speakers, mixer, microphones, stands, cables, DI boxes and power ready before performers arrive.
When should I make a bad-weather plan for an outdoor concert?: Prepare the plan at least 7 days ahead and make the final weather decision 24 hours before opening. Check that tents, lighting, covered serving areas and safe cable routes can be put in place in time.

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.