How to organise a youth concert without losing control

A youth concert needs more than a stage and a list of performers. Start by fixing the date, venue and schedule, then build the plan around permissions, parent information, artist needs and technical requirements. Registrations, dietary details and emergency contacts must be collected early enough to act on them. In the final week, focus on the run sheet, equipment check, signage, catering and volunteer roles so the event team can work from one clear plan.

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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
Record the schedule and performances
2 people
3
Confirm artists and escorts
2 people
4
Send invitations
2 people
5
Open the registration form
6
Send parent information
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Check permissions
2 people
10
Collect artist information
2 people
11
Gather technical requirements
2 people
12
Create the run sheet and schedule
2 people
13
Make reservations for materials
14
Order catering
15
Assign volunteers
2 people
16
Print contact list
17
Prepare name badges
2 people
18
Sort wristbands
19
Print program leaflets
2 people
20
Make route and entrance signs
2 people
21
Do the shopping
3 people
22
Sort catering
2 people
23
Check equipment
2 people
24
Collect performances and files
2 people

Event

25
Open venue
2 people
26
Check rooms
2 people
27
Set up chairs
4 people
28
Set up tables for reception
2 people
29
Set up the equipment
4 people
30
Connect microphones
2 people
31
Hang up lights and décor
3 people
32
Set up the entrance and coat check
3 people
33
Set up backstage
2 people
34
Set up the catering buffet
3 people
35
Chill drinks
2 people
36
Prepare snacks
3 people
37
Lay out program brochures
2 people
38
Perform the technical sound check
4 people
39
Welcome performers
2 people
40
Have the performers do a sound check
4 people
41
Carry out the final safety check
2 people
42
Open the doors
4 people
43
Register visitors
4 people
44
Hand out program brochures
2 people
45
Staff the cloakroom
2 people
46
Announce performances
47
Coordinate stage changes
3 people
48
Operate sound during the concert
2 people
49
Manage lighting during the concert
50
Refill drinks
3 people
51
Serve snacks
3 people
52
Stock backstage
2 people
53
Check public area
2 people
54
Collect waste
2 people
55
Restock break catering
3 people
56
Guide visitors on departure
3 people
57
Collect lost and found items
58
Lock the cloakroom
2 people

Aftercare

59
Switch off the equipment
3 people
60
Disconnect equipment
3 people
61
Remove decorations
3 people
62
Clear away chairs and tables
4 people
63
Wash dishes
3 people
64
Clean up catering
3 people
65
Dispose of waste
2 people
66
Clean the venue
4 people
67
Return equipment and materials
2 people
68
Handle lost and found
69
Store leftover catering
2 people
70
Handle the deposit and keys
71
Send thank-you message

What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
High tablesqty 6
Coat racksqty 3
Foldable tablesqty 4

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Wireless microphonesqty 4
Wired microphonesqty 4
Microphone standsqty 6
Speaker standsqty 2
DI boxesqty 4
Monitor speakersqty 3
XLR cablesqty 12
Jack cablesqty 8
Cable reelsqty 6
Extension cordsqty 10
Power stripsqty 10
Laptop for music
Audio cablesqty 4

Lighting

LED spotlightsqty 8
Light standsqty 2
Mood lightingqty 6
Spare batteriesqty 24

Decorations

Backdrop cloth
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Decorative tapeqty 4
Directional signsqty 8
Program standsqty 4

Tableware

Reusable cupsqty 150
Platesqty 130
Knivesqty 130
Forksqty 130
Spoonsqty 80
Coffee cupsqty 80
Serving spoonsqty 12
Small bowlsqty 20
Serving plattersqty 12
Thermos flasksqty 6

Catering

Coolersqty 6
Drink dispensersqty 4
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 2
Serving plattersqty 12
Serving traysqty 8
Ice packsqty 20
Drink cratesqty 10
Coffee filtersqty 100
Groceries

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Pliersqty 6
Measuring cupsqty 2
Aluminum foilqty 2
Cling filmqty 2
Cool bagsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Waste binsqty 8
Hand sanitizer pumpsqty 6
Toilet brushesqty 3

Safety

Fire extinguishersqty 2
Cable matsqty 12
Bollardsqty 8
First aid kit
Flashlightsqty 4

Registration

Name stickersqty 150
Wristbandsqty 150
Clipboardsqty 6
Ballpoint pensqty 30
Cloakroom numbersqty 150

Tips

Set the date and venue before inviting anyone, then record every performance in one working schedule. Leave realistic changeover time between acts instead of booking performances back to back.
Open registration as soon as the programme is stable and give parents a clear deadline. Collect dietary requirements and permission information in the same process, then follow up on missing forms at least 7 days before the concert.
Ask every artist for technical details before reserving equipment. Confirm microphones, DI boxes, monitors, cables and laptop connections, and keep a written input list for the sound team.
Create the run sheet with arrival, setup, sound check, doors open, performances, breaks and cleanup. Print the contact list and give volunteers named tasks, including entrance support, artist escorts, catering and venue access.
Prepare the items people often leave until the last day: name badges, wristbands, programme leaflets, entrance signs and spare batteries. Open the venue early enough to place tables and chairs, check power connections, test speakers and microphones, and sort catering before guests arrive.

Frequently asked questions

How far in advance should I organise a youth concert?: Start planning at least 8 to 12 weeks before the concert. Confirm the venue, date and performers first, then allow time for permissions, registrations, catering and technical preparation.
When should parents receive information about a youth concert?: Send the first parent information when registration opens, ideally 6 to 8 weeks before the event. Send a final practical message 5 to 7 days beforehand with arrival times, permissions, dietary arrangements and contact details.
How much time should I allow for sound check at a youth concert?: Allow at least 10 to 15 minutes per performance for line checks and changeovers, plus 30 to 45 minutes for the full system check. Schedule sound checks before doors open and collect performance files no later than 3 days in advance.
What should I prepare on the day of a youth concert?: Open the venue at least 3 hours before the first performance for furniture, signs, catering and technical setup. Keep the printed run sheet, contact list, name badges, wristbands and spare batteries together at the main organiser point.

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.