How to organise an open-air concert

Start an open-air concert with the site, date and legal requirements—not with the performers. Confirm the location, apply for the permit and check sound limits before booking equipment or publishing the programme. Then secure the stage, sound, lighting, power, toilets, security and first aid in that order, because late changes affect several suppliers at once. Finish with registration details, weather decisions, catering and a timed setup plan 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
Confirm date and location
2 people
2
Apply for a permit
3
Check sound limits
4
Book performers
2 people
5
Collect artist information
6
Reserve stage
7
Reserve Sound System
8
Reserve the lighting setup
9
Arrange power supply
10
Reserve toilets
11
Reserve security
12
Arrange first aid coverage
13
Check insurance
14
Compile program
2 people
15
Write promotional copy
16
Send invitations
2 people
17
Post online promotion
18
Process registrations
19
Collect dietary requirements
20
Check the weather forecast
21
Confirm the bad weather plan
2 people
22
Confirm the entertainment program
23
Do the shopping
3 people
24
Chill drinks
2 people
25
Prepare snacks
3 people
26
Prepare materials
3 people
27
Mark off the venue
3 people
28
Have the stage set up
4 people
29
Set up the sound system
4 people
30
Set up lighting
3 people
31
Connect power
2 people
32
Set up the tents
4 people
33
Set up tables and chairs
4 people
34
Set up the bar
3 people
35
Set up catering point
3 people
36
Hang up decorations
2 people
37
Put up route signs
2 people
38
Check toilets
39
Set up the first aid station
2 people
40
Set up the artist reception
2 people
41
Run the sound check
4 people

Event

42
Welcome performers
2 people
43
Welcome visitors
4 people
44
Announce the program
45
Serve drinks
4 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Empty trash bins
2 people
49
Guide audience to seats
2 people
50
Assist performers
2 people
51
Provide the break program
52
Monitor crowd safety
3 people
53
Announce the final act
54
Guide visitors to the exit
3 people

Aftercare

55
Close the bar
3 people
56
Clean up catering
3 people
57
Dismantle audio equipment
4 people
58
Dismantle lighting equipment
3 people
59
Collect waste
4 people
60
Clean the grounds
4 people
61
Dismantle furniture
4 people
62
Take down tents
4 people
63
Have the stage removed
3 people
64
Inventory materials
2 people
65
Wash dishes
3 people
66
Clean equipment
2 people
67
Return borrowed items
2 people
68
Return rented items
2 people
69
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Bar stoolsqty 8
Buffet tablesqty 4
Stage
Artist tableqty 2

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Serving plattersqty 12
Serving utensilsqty 12

Equipment

PA system
Mixer
Stage microphonesqty 6
Wireless microphonesqty 2
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Instrument cablesqty 12
Cable reelsqty 6
Power stripsqty 12
Power generator
Coolersqty 8
Ice containersqty 4
Walkie-talkiesqty 8
Flashlightsqty 6
Extension cordsqty 8
Platform trolleysqty 2

Lighting

Stage spotlightsqty 8
Light standsqty 2
Atmosphere lightsqty 12
Work lightsqty 6

Decorations

Buntingqty 10
Stage drapesqty 4
Tableclothsqty 14
Program postersqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Cooling matsqty 4
Serving tongsqty 8
Bottle openersqty 6

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 4
Work glovesqty 10

Catering

Groceries

Tips

Allow several weeks for the permit and insurance checks, and confirm the venue’s sound limits before signing contracts with performers or sound suppliers. A programme that exceeds the limit may need to be changed after it has already been promoted.
Treat power as a technical plan, not a last-minute hire. List the PA system, mixer, microphones, monitors, lighting and catering equipment, then confirm whether the site supply is sufficient or a power generator is needed.
Collect each performer’s technical information before finalising the stage plan. You need to know about DI boxes, instrument cables, monitor speakers, microphone stands and power points before the sound check.
Set a bad-weather decision time in advance, such as 10:00 on the event day. Confirm who makes the call, how guests and performers will be informed, and whether party tents protect only the audience or also the stage and equipment.
Plan drinks and service equipment by headcount, not by guesswork. Chill drinks before doors open, prepare reusable cups, plates and serving utensils, and keep artist catering at a separate artist table so it does not compete with guest service.

Frequently asked questions

How far in advance should I organise an open-air concert?: Start at least 8 to 12 weeks before the concert. Permits, insurance, performers, staging, sound, power, toilets and security all need confirmation before you promote the event publicly.
What equipment do I need for an open-air concert?: At minimum, plan a stage, PA system, mixer, microphones, stands, cables, DI boxes and monitor speakers, plus stage and work lighting. Confirm the equipment list with every performer before the sound check schedule is set.
When should I decide whether an outdoor concert is cancelled for bad weather?: Set a decision deadline no later than the morning of the concert, for example 10:00. Check the forecast at least twice beforehand and communicate the final decision through the same channels used for invitations and registrations.
How many toilets do I need for an open-air concert?: Use the expected guest count and the supplier’s capacity guidance to calculate the number; do not wait until the week of the event. Reserve the toilets early and confirm delivery, placement, servicing and access at least 7 days before setup.

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.