How to organise an electronic music concert

An electronic music concert depends on a tight link between the programme, technical production and crowd management. Start by confirming the date, performers and venue, then work outward to permits, ticketing, sound, lighting, security and catering. Technical riders and power requirements are easy to leave too late, especially when several DJs or live acts share the stage. This plan takes you from the first booking decisions to opening the venue and building the stage, sound and lighting 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
Set the date and program
2 people
2
Book performers
2 people
3
Reserve venue
4
Apply for permits
5
Check the sound plan
2 people
6
Create lighting plan
2 people
7
Create a security plan
2 people
8
Record first aid plan
2 people
9
Send invitations
2 people
10
Open online ticket sales
11
Process registrations
2 people
12
Collect dietary requirements
13
Order catering
2 people
14
Send artist information
15
Check the technical rider
2 people
16
Arrange transport for performers
17
Create the crew schedule
2 people
18
Print the run sheet
19
Check the weather forecast
20
Do the shopping
3 people
21
Collect equipment
3 people
22
Open venue
2 people
23
Mark off the loading zone
2 people
24
Build stage sections
4 people
25
Set up the sound system
4 people
26
Set up lighting
3 people
27
Set up the DJ booth
2 people
28
Connect power distribution
3 people
29
Securely finish cables
2 people
30
Set up tables and chairs
3 people
31
Set up the bar
3 people
32
Chill drinks
2 people
33
Prepare snacks
3 people
34
Set up the entrance
2 people
35
Lay out wristbands and tickets
2 people
36
Hang up decorations
2 people
37
Check toilets
38
Set up first aid table
39
Welcome performers
2 people
40
Run the sound check
4 people
41
Give crew briefing
2 people

Event

42
Open the doors
4 people
43
Check tickets
3 people
44
Welcome visitors
3 people
45
Guide the afternoon program
2 people
46
Serve snacks
3 people
47
Serve drinks
3 people
48
Refill drinks
2 people
49
Check bar stock
50
Operate the light show
2 people
51
Run the music program
2 people
52
Coordinate stage changes
3 people
53
Check public area
2 people
54
Empty trash bins
2 people
55
Clean toilets in between
2 people
56
Artist support
57
Announce the final act
58
Guide the exit flow
4 people
59
End music smoothly
2 people

Aftercare

60
Close the bar
3 people
61
Secure cash and card terminal
2 people
62
Switch off equipment
3 people
63
Dismantle audio equipment
4 people
64
Dismantle lighting equipment
3 people
65
Dismantle the stage
4 people
66
Clear away furniture
3 people
67
Wash dishes
3 people
68
Collect waste
3 people
69
Clean the venue
4 people
70
Thoroughly clean the toilets
2 people
71
Remove decorations
2 people
72
Check borrowed items
2 people
73
Return equipment
3 people
74
Hand over the venue
2 people

What to bring

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

Furniture

High tablesqty 12
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Bar blocksqty 3
Stage sectionsqty 12

Equipment

DJ mixersqty 2
Media playersqty 2
DJ headphonesqty 3
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 2
Mixing console
Microphonesqty 4
DI boxesqty 2
XLR cablesqty 12
Jack cablesqty 8
Headphone extension cablesqty 3

Lighting

LED spotlightsqty 12
LED barsqty 6
Strobesqty 2
Light standsqty 4
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 20

Kitchen

Coolersqty 6
Ice containersqty 4
Bottle openersqty 4
Scissorsqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Small bowlsqty 20

Decorations

LED string lightsqty 8
Announcement signsqty 6
Stage posterqty 2

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20

Catering

Groceries

Tips

Confirm the technical rider for every performer before finalising the sound plan. Check mixer, media player, monitor, DI-box and cable requirements at least four weeks before the concert, then resolve gaps while equipment is still available.
Treat permits, security and first aid as one crowd-safety plan rather than separate administration. Set attendance limits, entry arrangements and staffing requirements before opening online ticket sales, ideally six to eight weeks ahead.
Build the running order around soundcheck and changeover time, not only set lengths. Put the final version in the run sheet and send artist information, arrival times and transport details to performers at least seven days before the event.
Reserve a loading zone and plan the equipment route before show day. Stage sections, speakers, subwoofers, lighting stands and cable trays need a clear path; mark the zone before the venue opens so unloading does not compete with guests.
Check the weather forecast 48 hours before the concert and repeat the check on the day. Keep shopping, catering and glassware quantities tied to the expected attendance, and have reusable drink glasses, tables and bar equipment ready before doors open.

Frequently asked questions

How far in advance should I book performers for an electronic music concert?: Aim to confirm the performers at least three to six months before the concert, especially if the programme includes several acts. Request each technical rider as soon as the booking is agreed so sound, monitor and power needs can be checked early.
When should I apply for permits for an electronic music concert?: Start checking permit requirements as soon as the venue and date are fixed, preferably at least eight to twelve weeks before the event. Local processing times vary, so do not wait until ticket sales or artist bookings are complete.
How much time should I allow for setup on concert day?: Allow at least four to six hours for a full setup with stage sections, PA, monitors, lighting and cabling, plus extra time for soundcheck. Open the venue only after the loading zone is clear, cables are secured and the run sheet has been checked.
When should I open online ticket sales?: Open online ticket sales after the venue capacity, permits, programme and basic safety plan are confirmed. A practical target is six to eight weeks before the concert, leaving enough time to process registrations and collect dietary requirements.

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