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

A tribute concert becomes manageable when you lock in the artist, venue and technical requirements before promoting the event. Start with the date, contract, permits, insurance and budget, then move to ticket sales, guest information and suppliers. The sound system, stage and lighting need to match the artist’s technical rider, not just the room. In the final week, focus on confirmed reservations, the visitor list, access details, drinks and a printed run sheet.

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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
Confirm artist and contract
2 people
3
Check permits
4
Arrange insurance and liability
5
Set the budget and ticket price
2 people
6
Open ticket sales
7
Send invitations
2 people
8
Announce the concert online
2 people
9
Set the schedule and times
2 people
10
Collect artist information
11
Process registrations
2 people
12
Collect dietary requirements
13
Order catering
14
Reserve Sound System
15
Reserve the lighting setup
16
Reserve stage and tents
17
Confirm reservations
18
Create the final visitor list
2 people
19
Check the technical rider
2 people
20
Print the run sheet
21
Share route and parking information
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Prepare cash register and wristbands
2 people
26
Open venue
2 people
27
Receive deliveries
3 people
28
Set up the stage
4 people
29
Set up the sound system
3 people
30
Set up lighting
3 people
31
Connect power supply
2 people
32
Set up backstage
2 people
33
Set up tables and chairs
4 people
34
Set up the bar
3 people
35
Set up the entrance and coat check
2 people
36
Hang up decorations
2 people
37
Check toilets
38
Clear emergency exits
2 people
39
Set up catering
3 people
40
Set up the ticket sales table
2 people
41
Perform the technical sound check
4 people
42
Welcome performers
2 people
43
Have the performers do a sound check
4 people
44
Briefing for reception team
2 people

Event

45
Open the doors
3 people
46
Welcome visitors
4 people
47
Check tickets
3 people
48
Staff the cloakroom
2 people
49
Serve aperitifs
3 people
50
Give the opening speech
51
Lead the first concert set
3 people
52
Refill drinks
2 people
53
Serve snacks
3 people
54
Announce break
55
Check the stage and hall
2 people
56
Lead the second concert set
3 people
57
Serve light meals
4 people
58
Clear tables
3 people
59
Guide the third concert set
3 people
60
Adjust lighting
2 people
61
Serve the audience and bar
4 people
62
Announce the final
63
Lead the final
3 people
64
Give a thank-you speech
65
Manage coat check
2 people
66
Close the bar
2 people
67
See visitors out
3 people

Aftercare

68
Turn off the sound equipment
2 people
69
Leave the stage safe and tidy
2 people
70
Collect tableware
3 people
71
Collect waste
3 people
72
Empty coolers
2 people
73
Clean the venue
4 people
74
Put furniture back
3 people
75
Remove decorations
2 people
76
Dismantle equipment
3 people
77
Sort borrowed items
2 people
78
Return rental items
2 people
79
Store leftover stock
2 people
80
Register lost and found items
81
Collect supplier invoices
82
Process artist payments
83
Publish visitor photos
84
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Stage skirt
Tablesqty 10
Chairsqty 120
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 150
Bollardsqty 8

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 12
Power stripsqty 8
Cable traysqty 12
Laptop for music

Lighting

LED stage lightsqty 6
Headlampsqty 2
Light standsqty 2
Light controller
Mood lightingqty 12
Flashlightsqty 4

Tableware

Drinking glassesqty 150
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Coolersqty 6
Drink dispensersqty 3
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 8
Serving plattersqty 12

Decorations

Tribute concert banner
Stage drapesqty 4
Tableclothsqty 10
Table decorationsqty 10
Directional signsqty 8
Name badgesqty 20
Tapeqty 6
Cable tiesqty 100

Cleaning

Trash binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the artist’s contract and technical rider before booking sound, lighting or staging. Allow at least 2–3 weeks to resolve requests for microphones, monitor speakers, DI boxes, power and cabling.
Set ticket sales and the visitor-registration process early, then send route and parking information at least 7 days before the concert. Keep dietary requirements with the final visitor list rather than in separate messages.
Build the schedule around arrival, soundcheck, doors and the performance. Share the run sheet with the artist, technicians, catering team and front-of-house staff no later than 24 hours before setup.
Count drinks, glasses and snacks for the expected audience before shopping. Chill drinks several hours before doors open, and prepare the cash register and wristbands before the first visitor arrives.
Walk the venue with a flashlight before opening: check stage steps, cable trays, extension cords, power strips, lighting stands, coat racks and clear routes. A 30-minute safety check can prevent delays once the audience is inside.

Frequently asked questions

How far in advance should I book a tribute concert artist?: Start contacting artists and checking availability at least 3–6 months before the preferred date. Keep the date provisional until the contract, venue and technical requirements are confirmed.
When should I book the sound system and lighting for a tribute concert?: Reserve sound, stage and lighting as soon as the artist’s technical rider is available, preferably 6–8 weeks before the concert. Reconfirm every reservation 7 days before setup.
How many drinks should I buy for a tribute concert?: For the first hour, plan on 2–3 drinks per person, then about 1 drink per person per hour. Add water and allow extra stock if the event runs longer than 3 hours or includes outdoor waiting time.
When should I send concert parking and route information?: Send route, parking and arrival instructions at least 7 days before the event, then repeat them in the final confirmation 24–48 hours beforehand. Include access details for the artist and suppliers separately.

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.