How to organise a world music concert

A world music concert needs more than a stage and a playlist. Start by fixing the date, programme and performer agreements, then secure the venue and check permits, insurance and technical requirements before announcing the event. Build the schedule around sound checks, set changes and audience arrival rather than only the performance times. The details people most often leave too late are power checks, dietary information, artist hospitality, volunteer assignments and a printed run sheet for the day itself.

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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
Set the date and program
2 people
2
Confirm performers
2 people
3
Schedule performances
2 people
4
Reserve venue
2 people
5
Check permits
6
Check insurance
7
Gather technical requirements
2 people
8
Confirm the technical supplier
9
Make catering arrangements
2 people
10
Recruit volunteers
2 people
11
Send invitations
2 people
12
Post the online announcement
13
Process registrations
2 people
14
Collect dietary requirements
15
Send artist information
16
Print the run sheet
17
Create floor plan
18
Design signage
19
Order supplies
2 people
20
Order catering supplies
2 people
21
Create technical schedule
2 people
22
Assign volunteers
2 people
23
Check emergency exits
2 people
24
Check power outlets
2 people
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Set up non-perishable supplies
2 people
28
Sort decorations
2 people
29
Bring materials to the venue
4 people
30
Open venue
2 people
31
Set up the stage
4 people
32
Set up the sound system
4 people
33
Set up lighting
3 people
34
Lay out power cables safely
3 people
35
Set up tables
3 people
36
Set up chairs
3 people
37
Set up the bar
3 people
38
Set up the catering buffet
3 people
39
Set out tableware
2 people
40
Hang up the program
2 people
41
Hang decorations
3 people
42
Set up signage
2 people
43
Set up the artist dressing room
2 people
44
Prepare snacks
4 people
45
Set aside diet meals
2 people
46
Set up the cloakroom
2 people
47
Test the cash register and payment terminal
2 people
48
Perform sound check
4 people
49
Perform a lighting check
3 people

Event

50
Welcome performers
2 people
51
Welcome visitors
4 people
52
Staff the cloakroom
2 people
53
Register entry
2 people
54
Distribute welcome information
2 people
55
Give the opening speech
56
Assist performers
2 people
57
Announce performances
58
Coordinate stage changes
3 people
59
Operate the sound mix
2 people
60
Operate lighting
61
Serve snacks
3 people
62
Serve drinks
3 people
63
Refill drinks
2 people
64
Provide coffee and tea
2 people
65
Restock the buffet
2 people
66
Empty trash bins
2 people
67
Check toilets
2 people
68
Answer audience questions
2 people
69
Wrap up the final performance
3 people
70
See visitors out
3 people

Aftercare

71
Close the register
2 people
72
See off the artists
2 people
73
Store leftovers refrigerated
2 people
74
Clear the bar and buffet
3 people
75
Wash dishes
3 people
76
Collect waste
3 people
77
Clean the venue
4 people
78
Remove decorations
3 people
79
Tear down audio equipment
4 people
80
Take down lighting equipment
3 people
81
Tear down stage
4 people
82
Put furniture back
3 people
83
Return materials
4 people
84
Return borrowed items
2 people
85
Collect lost and found items
86
Store leftover stock
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Stage skirt
Chairsqty 160
Foldable tablesqty 12
Bar counter
Bar stoolsqty 4
Coat racksqty 3
Changing room chairsqty 8
Dressing room tablesqty 2

Tableware

Glassesqty 220
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Small bowlsqty 20
Carafesqty 12

Equipment

Mixing table
Active speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Wireless microphonesqty 4
Wired microphonesqty 6
Microphone standsqty 10
DI boxesqty 6
XLR cablesqty 16
Jack cablesqty 10
Cable reelsqty 6
Extension cordsqty 12
Laptop
Payment terminalqty 2

Lighting

LED spotlightsqty 8
Light standsqty 2
Mood lightingqty 12
String lightsqty 6

Decorations

World music bannersqty 8
Stage drapesqty 4
Tableclothsqty 12
Flower arrangementsqty 8
Menu Card Holdersqty 12
Directional signsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Food warmersqty 4
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 6
Chef's knifeqty 4
Serving spoonsqty 12
Pliersqty 8
Foilqty 3
Food storage containersqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 8
Waste binsqty 12
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm each performer’s set length, arrival time, input list and sound-check needs before you publish the programme. Leave at least 30 minutes between acts if the setup changes.
Check the venue’s power outlets, emergency exits and stage access during a site visit. Do this at least four weeks before the concert, while there is still time to hire extra cable reels, extension cords or equipment.
Plan the technical schedule separately from the public programme. Allow a dedicated sound check for every act and make sure the mixing table, monitors, microphones, DI boxes and cables match the performers’ requirements.
Collect registrations and dietary requirements as soon as invitations go out, then give the final numbers to catering at least 7 days before the concert. Include artist meals and backstage drinks, not only audience catering.
Assign volunteers to specific time blocks and print the run sheet, floor plan and signage before the event day. Keep one person responsible for artist arrivals, one for the audience area and one for technical communication.

Frequently asked questions

How far in advance should I book performers for a world music concert?: Aim to confirm performers at least 3 to 6 months before the concert, especially if several acts are involved. Get the programme, performance lengths, technical requirements and arrival times in writing before promoting the event.
When should I check permits and insurance for a concert?: Check permits and insurance as soon as the venue and date are chosen, preferably at least 8 weeks before the event. Requirements vary by venue and audience size, so do not wait until invitations have been sent.
How much time should I allow for sound checks?: Allow 45 to 60 minutes per act for a full sound check, plus 30 minutes between performances when equipment or stage positions change. Add extra time if several acts share microphones, DI boxes or monitors.
When should I finalise catering numbers for a concert?: Send the final catering count 7 days before the concert, including performers, crew, volunteers and registered guests. Confirm dietary requirements at the same time so suitable meals are available when artists arrive.

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.