How to organise a tribute concert from first booking to final encore

A tribute concert needs more than a performer and a stage. Start by confirming the date and venue, then lock in artist contracts, permits, insurance and the technical requirements before promoting the event. Sound, lighting, transport, ticketing and staffing all depend on those early decisions. Work backwards from show time so the timetable, catering, volunteers, security and guest information are ready before doors open.

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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 people
2
Finalize artist contracts
2 people
3
Check permits
4
Check insurance
5
Reserve sound equipment
6
Make a booking for lighting equipment
7
Collect artist information
8
Check the technical rider
2 people
9
Create schedule and timetable
2 people
10
Send invitations
2 people
11
Open online ticket sales
12
Distribute promotional materials
3 people
13
Process registrations
14
Collect dietary requirements
15
Schedule volunteers
2 people
16
Book catering
17
Reserve security
18
Arrange first aid supplies
19
Publish parking information
20
Confirm artist transport
21
Print the run sheet
22
Print contact list
23
Sort wristbands
2 people
24
Check decorations
2 people
25
Check the shopping list
26
Do the shopping
3 people
27
Set out drinks chilled
2 people
28
Prepare snacks
4 people

Event

29
Open venue
2 people
30
Receive deliveries
3 people
31
Check the stage
3 people
32
Set up the sound system
4 people
33
Set up lighting
3 people
34
Connect microphones
2 people
35
Connect the instruments
3 people
36
Perform sound check
4 people
37
Test light show
2 people
38
Set up tables and chairs
4 people
39
Set up the registration desk
2 people
40
Build the catering buffet
4 people
41
Set up the bar
3 people
42
Hang decorations
3 people
43
Put up directional signs
2 people
44
Check toilets
45
Set up the first aid station
2 people
46
Prepare artist reception
2 people
47
Welcome performers
2 people
48
Open the public entrance
4 people
49
Check tickets
3 people
50
Staff the cloakroom
2 people
51
Serve welcome drinks
2 people
52
Guide the pre-program
3 people
53
Serve snacks
3 people
54
Serve drinks
3 people
55
Refill drinks
2 people
56
Coordinate stage changes
3 people
57
Announce the main act
58
Monitor crowd flow
2 people
59
Empty trash bins
2 people
60
Announce the final round
61
Guide the audience to the exit
3 people
62
Finish coat check
2 people

Aftercare

63
Tear down audio equipment
4 people
64
Take down lighting equipment
3 people
65
Clear the stage
3 people
66
Clean up catering
3 people
67
Wash dishes
3 people
68
Collect waste
3 people
69
Clean the venue
4 people
70
Clean the restrooms
2 people
71
Remove decorations
2 people
72
Check inventory
2 people
73
Gather borrowed materials
2 people
74
Return rental items
2 people
75
Check supplier invoices
76
Register lost and found items
77
Return lost and found items
78
Send thank-you message

What to bring

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

Furniture

Stage
Beer tablesqty 12
Folding chairsqty 160
High tablesqty 12
Bar stoolsqty 12
Coat racksqty 4
Entrance tableqty 2
Waste binsqty 10

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving traysqty 20

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixing console
Wireless microphonesqty 3
Wired microphonesqty 6
Microphone standsqty 8
DI boxesqty 4
Monitor speakersqty 4
Cable reelsqty 6
Extension cordsqty 12
Power stripsqty 12
Music instrument cablesqty 12
Cable matsqty 12

Lighting

LED stage spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
Emergency lightingqty 4

Decorations

Backdrop cloth
Balloon archesqty 2
Tableclothsqty 16
Promotional postersqty 10
Wayfinding signsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Ice containersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Food warmersqty 4

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Barrier tapeqty 4
Vestsqty 12

Other

Cloakroom numbersqty 200
Wristbandsqty 200
Ticket scannersqty 3
Walkie-talkiesqty 8
Pensqty 20
Clipboardsqty 8

Catering

Groceries

Tips

Confirm the venue, date and artist contract before opening ticket sales. Allow at least 2–3 weeks to check permits, insurance and any restrictions that affect capacity, sound or serving alcohol.
Review the artist’s technical rider as soon as the contract is signed. Use it to confirm the PA speakers, subwoofers, mixing console, microphones, DI boxes, monitor speakers, cables and power requirements rather than hiring equipment by guesswork.
Build the running order around fixed times: allow roughly 60–90 minutes for soundcheck, at least 30 minutes for the audience entry period, and a clear changeover or support slot if one is planned. Print the final run sheet and contact list for the team.
Do not leave audience logistics until the last week. Publish parking information, collect dietary requirements when people register, sort wristbands and prepare the entrance table, coat racks and waste bins before event day.
Assign volunteers, security and first-aid cover against the timetable, not just the guest count. Confirm artist transport at least 48 hours before the concert and keep one named contact responsible for changes on the day.

Frequently asked questions

How far in advance should I organise a tribute concert?: Start at least 3–6 months before the concert if you need to book a tribute act, venue and production equipment. Aim to have contracts, permits, insurance and the technical rider confirmed before opening ticket sales.
When should I book sound and lighting for a tribute concert?: Book sound and lighting as soon as the artist’s technical rider is available, ideally 8–12 weeks before the event. Finalise the equipment list after checking power, stage space, microphone needs and the planned soundcheck time.
How long should a tribute concert soundcheck take?: Reserve 60–90 minutes for a full soundcheck, plus setup time for the stage, PA, monitors, microphones and cables. Add extra time if the venue has not hosted the act or equipment before.
When should I send invitations and open ticket sales?: Open ticket sales once the date, venue, artist contract and basic production plan are confirmed—usually 6–10 weeks before the show. Send practical guest information, including parking and entry details, no later than 7 days 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.