How to organise an open-air concert

An open-air concert needs a clear sequence: secure the date and location first, then handle permits, performers, suppliers and guest registration. Work backwards from the performance time so the stage, sound system, lighting, toilets and power are ready before the audience arrives. Weather is a planning decision, not a last-minute check, so confirm your backup plan early. The final days are about deliveries, refrigerated drinks, crew roles and a safe, clearly marked site.

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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 permits
3
Booking performers
4
Reserve audio equipment
5
Reserve stage
6
Reserve security
7
Arrange first aid
8
Reserve toilets
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Publish the program
13
Check the weather forecast
14
Confirm backup weather plan
2 people
15
Send artist information
16
Create the crew schedule
17
Confirm deliveries
18
Check the shopping list
2 people
19
Do the shopping
3 people
20
Store drinks refrigerated
2 people
21
Mark off the venue
3 people
22
Set up the stage
6 people
23
Set up the sound system
4 people
24
Set up lighting
3 people
25
Connect power supply
3 people
26
Set up the tents
4 people
27
Set up tables
3 people
28
Set up chairs
4 people
29
Set up the drink service area
3 people
30
Set up the catering buffet
3 people
31
Check toilets
2 people
32
Place waste stations
2 people
33
Hang decorations
3 people
34
Welcome performers
2 people
35
Set up artist catering
2 people
36
Perform sound check
4 people
37
Perform lighting test
3 people
38
Conduct a safety check
3 people
39
Test the cash register and payment terminal
2 people
40
Brief volunteers
2 people

Event

41
Open the public entrance
4 people
42
Welcome visitors
4 people
43
Explain the program and route
2 people
44
Serve snacks
4 people
45
Serve drinks
4 people
46
Refill drinks
3 people
47
Restock buffet supplies
2 people
48
Keep the audience area clean
3 people
49
Empty trash bins
2 people
50
Check toilets
2 people
51
Assist performers
2 people
52
Announce performances
53
Monitor crowd safety
4 people
54
Staff first aid point
2 people
55
Check the sound level
56
Operate lighting
2 people
57
Support the final performance
3 people
58
Guide the audience to the exit
4 people
59
Close out drink sales
2 people

Aftercare

60
Switch off equipment
3 people
61
Clear the site
5 people
62
Collect waste
4 people
63
Wash dishes
3 people
64
Catering breakdown
3 people
65
Clean the venue
5 people
66
Have the stage dismantled
6 people
67
Dismantle the sound equipment
4 people
68
Have lighting equipment dismantled
3 people
69
Take down tents and furniture
5 people
70
Sort materials
3 people
71
Return materials
2 people

What to bring

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

Furniture

Party tentsqty 4
Beer tablesqty 10
Foldable tablesqty 8
Folding chairsqty 150
Bar stoolsqty 12
Waste binsqty 12
Crowd barriersqty 30
Coat racksqty 2

Equipment

Stage
Stage stepsqty 2
Front speakersqty 4
Subwoofersqty 2
Monitor speakersqty 4
Mixing console
Wireless microphonesqty 4
Wired microphonesqty 4
Microphone standsqty 8
DI boxesqty 4
XLR cablesqty 16
Jack cablesqty 10
Cable reelsqty 8
Power stripsqty 12
Cable matsqty 20
Spare batteriesqty 24

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
String lightsqty 6
Work lightsqty 4
Flashlightsqty 6

Tableware

Reusable drinking cupsqty 400
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 250
Forksqty 250
Knivesqty 250
Spoonsqty 150
Serving traysqty 12
Scissorsqty 4

Kitchen

Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Pliersqty 8
Serving spoonsqty 8
Food containersqty 20

Decorations

Stage drapesqty 4
Buntingqty 12
Balloonsqty 150
Tableclothsqty 18
Program boardsqty 6
Directional signsqty 12
Wristbandsqty 350
Name stickersqty 100

Cleaning

Vacuum cleaner
Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Mopsqty 6
Toilet brushesqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Start with the date, location and permits before booking equipment. Permit lead times vary, so check the requirements as soon as the site is chosen and allow several weeks for approval.
Book the performers, stage, audio equipment, security, first aid and toilets as one coordinated schedule. Confirm delivery times and send artists their arrival, parking, soundcheck and performance information at least 7 days beforehand.
Plan the technical setup backwards from the audience opening time. Allow at least 3 hours for the stage, speakers, mixing console, microphones, lighting, power and cable mats, followed by a full soundcheck.
Treat weather as a go/no-go decision with a deadline. Check the forecast 72 hours before the concert, confirm the backup weather plan, and tell guests and performers about any change no later than 24 hours before opening.
Keep the final shopping and site check separate from setup. Refrigerate drinks, check batteries and cables, mark barriers and exits, and walk the venue with the crew schedule at least 2 hours before guests arrive.

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 2 weeks for the date, location, permits and performers, then confirm suppliers, registration, safety and the weather backup plan.
How much time do I need to set up an outdoor concert?: Allow at least 3 hours for the stage, sound, lighting, power and cable safety, plus extra time for deliveries and soundcheck. A larger programme or complex site may require setup the day before.
When should I check the weather for an open-air concert?: Make the first detailed check 72 hours before the event and confirm the decision again 24 hours beforehand. Set a specific time for activating the backup plan so performers and guests are not left waiting.
How many toilets do I need for an open-air concert?: Use the expected attendance, event duration and available facilities to calculate the requirement, then reserve them as soon as the location and guest numbers are known. Confirm delivery and collection times at least 7 days before the concert.

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.