How to organise an open-air concert

An open-air concert needs a clear order of work: secure the site and permits first, then confirm artists, suppliers, power and audience arrangements. Work backwards from the concert date so invitations, registrations, catering and equipment are not left until the final week. The plan also covers practical details that are easy to miss, such as cable protection, emergency contacts, toilets, parking and a weather decision. Use the task and equipment lists as your working checklist, then assign one person to each area.

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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
Check permits
2
Carry out a site visit
2 people
3
Check the weather forecast
4
Record the emergency scenario
2 people
5
Confirm performers
6
Finalize the program
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Make reservations
11
Confirm suppliers
12
Check the purchase list
2 people
13
Do the shopping
3 people
14
Collect materials
3 people
15
Share artist information
16
Send directions
17
Make a parking plan
2 people
18
Divide up the venue
2 people
19
Manage audience flow
2 people
20
Determine bar selection
2 people
21
Set catering prices
2 people
22
Test the cash register system
2 people
23
Print contact list
24
Prepare briefing
25
Cordon off the area
4 people
26
Set up the stage
5 people
27
Set up sound equipment
4 people
28
Set up lighting equipment
3 people
29
Connect power supply
3 people
30
Set up tents
4 people
31
Set up tables
3 people
32
Set up chairs
3 people
33
Set up the bar
3 people
34
Set up the cash register
2 people
35
Hang up decorations
3 people
36
Set up signage
2 people
37
Check toilets
2 people
38
Place waste stations
2 people
39
Prepare snacks
4 people
40
Chill drinks
3 people
41
Set up coffee station
2 people
42
Set out tableware
2 people
43
Brief volunteers
2 people

Event

44
Welcome performers
2 people
45
Open the coat check
2 people
46
Staff the entrance
3 people
47
Direct the audience
2 people
48
Guide to the parking area
2 people
49
Announce the program
50
Perform sound check
3 people
51
Perform a lighting check
2 people
52
Guide the performances
3 people
53
Swap performers
4 people
54
Serve snacks
3 people
55
Serve drinks
4 people
56
Refill drinks
3 people
57
Serve coffee and tea
2 people
58
Collect waste
2 people
59
Restock toilets
60
Monitor crowd safety
2 people
61
Announce end time
62
Guide the audience to the exit
3 people

Aftercare

63
Close the register
2 people
64
Count remaining stock
2 people
65
Dismantle the bar
3 people
66
Take down tents
4 people
67
Clear tables
3 people
68
Clear away chairs
3 people
69
Tear down stage
5 people
70
Tear down audio equipment
4 people
71
Take down lighting equipment
3 people
72
Turn Off Power
2 people
73
Wash dishes
3 people
74
Clean the bar
3 people
75
Clean the grounds
5 people
76
Dispose of waste
3 people
77
Clean the restrooms
2 people
78
Collect lost and found items
2 people
79
Inventory materials
2 people
80
Pack materials
3 people
81
Return borrowed items
2 people
82
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
Foldable tablesqty 8
Chairsqty 150
Bar stoolsqty 12
Coat racksqty 2
Coat racksqty 4
Stage sectionsqty 12
Stage steps
Bar matsqty 3

Equipment

Mixing console
Speakersqty 4
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DIXI toiletsqty 4
Refrigeratorsqty 2
Coolersqty 4
Cash boxesqty 2
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 20

Lighting

LED light barsqty 8
String lightsqty 6
Work lightsqty 4
Flashlightsqty 6

Tableware

Reusable cupsqty 300
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 200
Cutlery setsqty 200
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Storage binsqty 12

Decorations

Buntingqty 8
Stage drapesqty 4
Tableclothsqty 20
Menu boardsqty 4
Directional signsqty 12

Cleaning

Waste binsqty 12
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning cartsqty 2
Cleaning clothsqty 20

Safety

Crowd control barriersqty 20
Barrier tapeqty 6
First aid kitsqty 2
Fire extinguishersqty 4
Vestsqty 12

Other

Cash boxesqty 2
Wristbandsqty 300
Pensqty 20
Clipboardsqty 6
Duct tapeqty 8
Cable tiesqty 200
Umbrellasqty 4

Catering

Groceries

Tips

Start with the site, permits and a location visit before confirming the layout. Check where the stage, bar, toilets, parking and emergency access will fit, and record the emergency scenario while the plan is still flexible.
Confirm artists and the final programme before sending invitations. Share artist information and directions early, then keep one current contact list for performers, suppliers and the event team.
Plan power and cables as part of the site layout, not on concert day. Allow routes for extension cords and power strips, protect crossings with cable trays, and test the mixing console, speakers, microphones and stage monitors before the audience arrives.
Make the audience route work from arrival to departure. Mark parking, divide the venue, cordon off restricted areas and check that lighting, toilets, the bar and emergency access remain usable after dark.
Set the bar and catering operation before buying supplies. Decide the range and prices, test both cash boxes and card machines, chill drinks in advance, and prepare enough reusable cups and service items for the full audience rather than only the first rush.

Frequently asked questions

How far in advance should I organise an open-air concert?: Start at least 8 to 12 weeks before the concert. Use the first two weeks for permits, the location visit and artist availability; leave the final 7 days for confirmations, shopping, weather checks and the team briefing.
When should I check the weather for an open-air concert?: Check the forecast daily during the final week and make the final operational decision 24 to 48 hours before the event. Define in advance when tents, schedule changes, postponement or evacuation are required.
How many toilets do I need for an open-air concert?: Calculate the toilet requirement from your expected attendance and the event duration, then confirm the number with the supplier and local requirements. Place the DIXI toilets where they are easy to find but do not block emergency routes, catering or audience flow.
When should I test the sound and lighting equipment?: Complete a full sound and lighting test before doors open, with time to correct faults. Check the mixing console, speakers, microphones, monitors, LED light bars, festoon lights and backup torches during the setup period, not during the first performance.

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.