How to organise a walk concert without losing track of the route

A walk concert combines a guided route with live performances at several locations, so the order of decisions matters. Start by fixing the route, performance points and timings before inviting anyone. Then arrange permits, musicians, traffic measures, insurance and power for each stop. Registrations, dietary requirements, volunteers and clear signs need attention earlier than most organisers expect. Use one run sheet for the full day, including the weather plan, first aid arrangements and who moves equipment between locations.

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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
Record route and locations
2 people
2
Apply for permits
3
Hire musicians
2 people
4
Confirm performance venues
2 people
5
Check insurance
6
Publish route and times
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Recruit volunteers
2 people
11
Apply for traffic measures
12
Record the weather scenario
2 people
13
Book catering
14
Reserve materials
15
Record first aid arrangements
16
Check music rights
17
Create floor plan
2 people
18
Print the run sheet
19
Design route signs
20
Order wristbands or tickets
21
Send musician information
22
Create volunteer schedule
2 people
23
Confirm registrations
2 people
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Prepare catering
3 people
27
Check the route
2 people
28
Test sound
3 people
29
Set up instruments
3 people
30
Prepare weather protection
2 people

Event

31
Set up the starting location
5 people
32
Set up tables and chairs
4 people
33
Mark stage zones
3 people
34
Place route signs
3 people
35
Put up barriers
3 people
36
Set up sound equipment
4 people
37
Connect power supply
2 people
38
Set up instruments
3 people
39
Set up information table
2 people
40
Set up catering point
3 people
41
Set up the first aid station
2 people
42
Brief volunteers
2 people
43
Welcome performers
2 people
44
Perform sound check
4 people
45
Receive participants
4 people
46
Explain the program
47
Support the first performance
3 people
48
Guide the walking group
6 people
49
Support the second performance
3 people
50
Serve drinks
3 people
51
Serve snacks
3 people
52
Refill drinks
2 people
53
Guide the third performance
3 people
54
Keep the route clear
4 people
55
Answer audience questions
2 people
56
Collect waste
2 people
57
Support the fourth performance
3 people
58
Turn on the lights
2 people
59
Support the evening performance
3 people
60
Supervise the closing performance
3 people
61
Guide the audience to the exit
4 people

Aftercare

62
Turn off the sound equipment
3 people
63
Store instruments safely
3 people
64
Clean up catering
3 people
65
Clear tables and chairs
4 people
66
Remove directional signs
3 people
67
Remove the barriers
3 people
68
Sort waste
3 people
69
Clean the venues
4 people
70
Collect lost and found items
2 people
71
Check rental equipment
2 people
72
Return rental items
2 people
73
Store leftovers
2 people
74
Final site inspection
2 people
75
Collect supplier invoices
76
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 6
Party tentsqty 3
Clothes racksqty 2

Equipment

Battery-powered speakersqty 4
Wireless microphonesqty 4
Microphone standsqty 4
Mixing consolesqty 2
DI boxesqty 4
Extension cordsqty 10
Power stripsqty 8
Power banksqty 6
Instrument cablesqty 10
Cable traysqty 12

Lighting

LED work lightsqty 8
String lightsqty 6
Spare batteriesqty 24

Decorations

Directional signsqty 20
Directional signsqty 15
Info boardsqty 6
Bannersqty 4
Tableclothsqty 10
Cable tiesqty 100
Duct tapeqty 6
Cable tiesqty 200

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 4
Serving plattersqty 12
Serving tongsqty 8
Kettlesqty 3
Coffee machinesqty 2

Cleaning

Hand broomsqty 4
Trash binsqty 10
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 6

Safety

First aid kitsqty 2
Flashlightsqty 6
Reflective vestsqty 12
Traffic conesqty 20
Barrier tapeqty 8

Registration

Clipboardsqty 8
Ballpoint pensqty 30
Name stickersqty 150
Wristbandsqty 150
Cash register

Catering

Groceries

Tips

Map the route and performance locations first, then check the walking time between stops. Build in at least 10 minutes between performances for the audience to move, reset equipment and deal with late arrivals.
Confirm permits, insurance, music rights and any traffic measures before publishing the route. Send the public route and start times only after every performance venue has confirmed its availability.
Give each musician written information about arrival time, performance length, power and equipment. Battery-powered speakers, extension cords, DI boxes, microphone stands and cable trays should be assigned to specific stops rather than left on a general checklist.
Close registrations with enough time to plan catering and volunteers. Collect dietary requirements when people register, confirm final numbers several days before the event and schedule at least one volunteer for signposting and one for each busy performance point.
Prepare the weather scenario and print the run sheet before the event day. Put directional signs, info boards, wristbands or tickets, power banks, spare batteries and duct tape in a clearly labelled operations box so they are available before the first group sets off.

Frequently asked questions

How far in advance should I organise a walk concert?: Allow at least 8 to 12 weeks for a small walk concert, and start earlier if permits, traffic measures or several venues are involved. Musicians and locations should be confirmed before invitations are sent.
How much time should there be between walk concert performances?: Plan at least 10 minutes between performances, plus the actual walking time between locations. Add another 5 to 10 minutes at stops where sound equipment, cables or microphones need to be moved.
How many volunteers do I need for a walk concert?: Use at least one lead organiser, one volunteer at registration or the information point, and one volunteer at each busy performance location. Add route marshals where groups cross roads or could miss a turn.
When should I finalise catering for a walk concert?: Book catering once registrations give you a reliable estimate, then confirm the final quantity 3 to 5 days before the event. Chill drinks and set out reusable glasses, cups, plates and cutlery before the first group arrives.

Start this plan in Lizzt

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