How to organise a world music concert

A world music concert needs more than a stage and a playlist. Start by confirming the programme, performers, venue and date, then build the technical plan around each artist’s requirements. Ticketing, permits, catering and volunteer cover should be arranged early, while sound, lighting and the run sheet need a practical test before doors open. This guide focuses on the handovers that are most often missed: artist details, visitor information, cables, dietary requirements and enough time for setup.

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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 program and performers
2 people
2
Reserve the venue and date
3
Hire musicians
2 people
4
Request technical rider
5
Check permits
6
Make reservations for technical equipment
7
Book catering
8
Recruit volunteers
2 people
9
Send invitations
2 people
10
Open ticket sales
11
Process registrations
12
Collect dietary requirements
13
Check Artist Details
14
Develop the run sheet
2 people
15
Assign staff
2 people
16
Share the route and parking details
17
Send visitor information
18
Check the shopping list
2 people
19
Do the shopping
3 people
20
Collect materials
3 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Test the equipment
3 people
24
Set up the stage and backdrop
5 people
25
Connect the sound system
3 people
26
Set up lighting
3 people
27
Set up tables and chairs
4 people
28
Hang up decorations
3 people
29
Set up the catering buffet
3 people
30
Set out drinks
2 people
31
Prepare artist reception
2 people
32
Set up the cloakroom
2 people
33
Set up the entrance and ticket desk
2 people
34
Lay out program brochures
2 people
35
Conduct a safety check
2 people
36
Sound Check with All Bands
5 people

Event

37
Open the doors
4 people
38
Check tickets
3 people
39
Staff the cloakroom
2 people
40
Welcome visitors
2 people
41
Assist performers
2 people
42
Give the opening speech
43
Support the first concert block
3 people
44
Serve snacks
4 people
45
Serve drinks
3 people
46
Refill drinks
2 people
47
Support the second concert block
3 people
48
Restock the buffet
2 people
49
Announce the break program
50
Support the third concert block
3 people
51
Moderate audience questions
2 people
52
Guide the final concert
4 people
53
Announce the farewell
54
Guide visitors to the exit
3 people
55
Manage coat check
2 people
56
Check public area
2 people

Aftercare

57
Turn off the sound equipment
2 people
58
Clean up catering
3 people
59
Collect waste
3 people
60
Clear away furniture
4 people
61
Clean the venue
4 people
62
Dismantle the technical setup
4 people
63
See off the artists
2 people
64
Return borrowed materials
2 people
65
Store leftover stock
2 people
66
Register lost and found items
67
Respond to visitor messages

What to bring

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

Furniture

Stage sectionsqty 8
Stage steps
Chairsqty 180
High tablesqty 12
Buffet tablesqty 6
Artist tablesqty 4
Coat racksqty 4
Stoolsqty 8

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 10
Microphone standsqty 10
Serving traysqty 8
DI boxesqty 6
Instrument cablesqty 20
XLR cablesqty 20
Power stripsqty 12
Extension cordsqty 12
Cable matsqty 12
Spare batteriesqty 24

Lighting

LED stage lightsqty 8
String lightsqty 6
Outdoor lightsqty 4
Extension cordsqty 8

Decorations

Backdrop
World mapsqty 4
Buntingqty 8
Decorative clothsqty 12
Flower arrangementsqty 8
Chalkboardsqty 6
Tableclothsqty 12

Tableware

Reusable glassesqty 220
Coffee cupsqty 80
Platesqty 220
Cutlery setsqty 220
Serving plattersqty 24
Serving tongsqty 12
Coffee potsqty 4

Kitchen

Food warmersqty 6
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Kitchen tongsqty 6
Aluminum foilqty 4
Food storage containersqty 12

Cleaning

Waste binsqty 8
Mop setsqty 3
Bucketsqty 4
Cleaning clothsqty 24
Hand brushes and dustpanqty 4
Glovesqty 12
Toilet brushesqty 2

Catering

Groceries

Tips

Confirm the programme and performers before you book technical equipment. Request every artist’s technical rider and check microphones, DI boxes, monitors, cables and power requirements against the venue setup.
Reserve the venue and date before opening ticket sales, then check permits and access conditions. Give visitors route and parking details at least 3–5 days before the concert, especially if the venue has limited parking.
Build the run sheet backwards from the advertised start time. Allow time for unloading, stage sections and steps, backdrop setup, soundcheck, artist changes and a final equipment test before doors open.
Assign volunteers to specific jobs rather than asking for general help. Cover registration, artist support, catering, coat racks, visitor questions and stage access, with at least one named person responsible for each area.
Treat food and drinks as a separate workstream. Collect dietary requirements when people register, shop after the final headcount, chill drinks several hours ahead and prepare snacks before the soundcheck begins.

Frequently asked questions

How far in advance should I organise a world music concert?: Start at least 8–12 weeks ahead for a small concert, and earlier if several artists or permits are involved. Book the venue, performers and technical support first, then open ticket sales once the core details are confirmed.
When should I request the musicians’ technical riders?: Request them as soon as each performer is booked, ideally 6–8 weeks before the concert. Check the riders against the mixing console, speakers, subwoofers, stage monitors, microphones, DI boxes and available power before placing equipment reservations.
How early should the soundcheck start?: Plan to start the soundcheck at least 3 hours before doors open when multiple performers share the stage. Add extra time for instrument changes, monitor adjustments and troubleshooting rather than using the full schedule for performance rehearsals.
When should I send visitor information for the concert?: Send the practical visitor message 3–5 days before the event, then repeat the key details on the day if needed. Include the start time, arrival window, route, parking, ticket or registration instructions and any relevant food information.

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.