How to organise a theatre concert without last-minute problems

Organising a theatre concert starts with the room, the artists and the technical requirements—not with posters or snacks. Confirm the date and venue, check permits, book the performers and build the programme before opening ticket sales. Then schedule rehearsals, plan the sound and lighting setup, and assign people to each task. This order prevents common problems such as missing cables, unclear artist transport and audience members arriving without essential information.

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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
Reserve the date and room
2
Check permits
3
Book artists
2 people
4
Compile program
2 people
5
Plan rehearsal dates
2 people
6
Gather technical requirements
2 people
7
Set ticket price
2 people
8
Open ticket sales
2 people
9
Send invitations
2 people
10
Publish promotion
2 people
11
Distribute posters
3 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Book catering
15
Reserve equipment
16
Arrange artist transport
17
Print the run sheet
18
Assign volunteers
2 people
19
Create floor plan
2 people
20
Check emergency exits
2 people
21
Send audience information
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Lay out the programs
2 people
26
Open hall
2 people
27
Check the stage
2 people
28
Set up chairs
5 people
29
Set up tables
3 people
30
Set up the cloakroom
2 people
31
Set up the entrance
2 people
32
Light the stage
2 people
33
Set up instruments
4 people
34
Connect the sound system
3 people
35
Test microphones
2 people
36
Perform sound check
3 people
37
Perform a lighting check
2 people
38
Welcome performers
2 people
39
Set up the artist dressing room
2 people
40
Set up catering
3 people
41
Make coffee and tea
2 people
42
Brief entrance staff
2 people

Event

43
Welcome the audience
4 people
44
Check tickets
3 people
45
Staff the cloakroom
2 people
46
Hand out programs
2 people
47
Serve coffee and tea
3 people
48
Open the concert
49
Guide the first concert segment
3 people
50
Serve break drinks
5 people
51
Serve snacks
4 people
52
Refill drinks
2 people
53
Guide second concert part
3 people
54
Thank the performers
2 people
55
Guide the audience to the exit
3 people
56
Open the evening program
57
Assist the evening concert
3 people
58
Refill drinks
2 people
59
Take care of the break
5 people
60
Guide the final applause
2 people
61
Handle the cloakroom
2 people
62
See off the artists
2 people

Aftercare

63
Disconnect instruments
4 people
64
Dismantle audio equipment
3 people
65
Dismantle lighting equipment
2 people
66
Clear away chairs and tables
5 people
67
Chill leftover catering
2 people
68
Wash dishes
3 people
69
Collect waste
3 people
70
Clean the room
4 people
71
Check toilets
2 people
72
Clear the cloakroom
2 people
73
Lock up the venue
2 people
74
Return materials
2 people
75
Store unused groceries
2 people
76
Register lost and found items

What to bring

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

Furniture

Chairsqty 170
Foldable tablesqty 12
High tablesqty 6
Coat racksqty 4
Clothes hangersqty 180
Bar stoolsqty 8

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 100
Platesqty 180
Pastry forksqty 180
Coffee spoonsqty 120
Serving traysqty 12

Equipment

Microphonesqty 6
Microphone standsqty 6
Speakersqty 4
Mixing console
DI boxesqty 4
Monitor speakersqty 2
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Music standsqty 12
Piano stool
Gaffer tapeqty 6

Lighting

Stage spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
Spare flashlightsqty 8

Decorations

Stage drapesqty 4
Plantsqty 8
Tableclothsqty 12
Menu Card Holdersqty 12
Poster tubesqty 4

Entrance

Ticket box
Wristbandsqty 180
Payment terminalqty 2
Cash box
Programsqty 180
Pensqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Small bowlsqty 24
Corkscrewsqty 3
Bottle openersqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Waste binsqty 8

Catering

Groceries

Tips

Confirm the room and permits before booking artists. Check emergency exits, available power and whether the venue can accommodate the planned chairs, tables, coat racks and stage equipment.
Collect the artists’ technical requirements early and turn them into a written equipment plan. Check microphones, stands, speakers, monitors, the mixing console, DI boxes, cables and power strips at least 1 week before the concert.
Schedule at least 2 rehearsal dates and include a full technical run-through. Use the final run sheet to record programme order, entrances, microphone changes, lighting cues and the people responsible for each transition.
Open ticket sales only after the programme, ticket price and audience information are ready. Ask for dietary requirements during registration, then book catering based on the confirmed numbers rather than estimates.
Assign volunteers to specific shifts instead of asking for general help. Cover at least arrival and ticket checking, artist support, audience seating, catering, backstage coordination and closing, and print the run sheet before doors open.

Frequently asked questions

How far in advance should I organise a theatre concert?: Start at least 8 to 12 weeks before the concert. Book the room and artists first, then allow several weeks for the programme, rehearsals, promotion, ticket sales and technical planning.
When should ticket sales open for a theatre concert?: Open ticket sales once the programme, price, venue details and basic audience information are confirmed—usually 6 to 8 weeks before the event. Keep registration open until a stated closing date or capacity limit.
How many rehearsals do you need for a theatre concert?: Plan at least 2 rehearsals, including one full run-through with the technical setup. Hold the final technical rehearsal no later than the day before the concert, or earlier if the venue needs to be cleared.
When should I check the sound and lighting equipment?: Check the complete equipment list 1 week before the concert and test everything in the room during the final technical rehearsal. Allow extra time for XLR and jack cables, extension cords, cable trays, microphones and monitor speakers, since these are often discovered missing too late.

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.