How to organise an open-air concert

Start an open-air concert with the site, permit and power supply—not with the programme. Once the venue can legally and safely support the audience, confirm performers, sound, catering, security and first aid in that order. Work backwards from the concert date for invitations, registrations, dietary requirements and the published programme. The final week is for weather checks, deliveries, drinks, materials and payment setup; event day is for inspection, stage assembly and a controlled soundcheck.

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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
Reserve venue
2
Apply for a permit
3
Confirm performers
4
Reserve Sound System
5
Record the power supply
6
Book catering
7
Arrange security
8
Arrange first aid appointments
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 the bad weather plan
2 people
15
Print the visitor list
16
Send artist information
17
Check materials
2 people
18
Do the shopping
3 people
19
Chill drinks
2 people
20
Prepare snacks
3 people
21
Gather music files
22
Set up cash register and payment methods
2 people
23
Inspect venue
3 people
24
Receive deliveries
3 people
25
Set up the stage
4 people
26
Set up the sound system
4 people
27
Connect microphones
2 people
28
Connect lighting
2 people
29
Secure power cables
3 people
30
Set up tables
3 people
31
Set up chairs
3 people
32
Set up party tents
4 people
33
Set up the bar
3 people
34
Set up the catering buffet
3 people
35
Hang up decorations
2 people
36
Mark the access route
2 people
37
Place information signs
2 people
38
Place waste stations
2 people
39
Set up the first aid station
2 people
40
Welcome performers
2 people
41
Run the sound check
4 people
42
Cool catering
2 people
43
Hold crew briefing
4 people

Event

44
Staff the entrance
3 people
45
Welcome visitors
3 people
46
Announce the program
47
Serve snacks
3 people
48
Serve drinks
4 people
49
Support the first performance
2 people
50
Refill drinks
2 people
51
Refill buffet
2 people
52
Keep public area clean
2 people
53
Support the second performance
2 people
54
Provide performers with water
55
Operate light settings
56
Guide the third performance
2 people
57
Serve hot snacks
3 people
58
Check bar stock
59
Support the main performance
3 people
60
Announce the final round
61
Ensure visitors leave safely
4 people
62
Close the bar
3 people

Aftercare

63
Turn off the sound system
2 people
64
Store food safely
2 people
65
Collect waste
4 people
66
Clean up the venue
4 people
67
Wipe down tables and chairs
3 people
68
Wash dishes
3 people
69
Dismantle the stage
4 people
70
Take down the sound system
4 people
71
Dismantle lighting
2 people
72
Take down party tents
4 people
73
Remove decorations
2 people
74
Clean the venue
4 people
75
Check borrowed items
2 people
76
Return materials
2 people
77
Store leftover stock
2 people
78
Take out the trash
2 people
79
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 100
Bar stoolsqty 8
Beer tablesqty 6
High tablesqty 8
Stage sectionsqty 12
Performer chairsqty 8

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 40
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 4

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixer
Stage cablesqty 20
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Headphonesqty 2
Cable reelsqty 6
Extension cordsqty 10
Cable traysqty 12

Lighting

LED light barsqty 8
Stage spotlightsqty 4
Mood lightingqty 10
Battery lanternsqty 8
Light standsqty 4

Decorations

Buntingqty 12
Event postersqty 10
Stage backdrop
Table décorqty 12

Kitchen

Coolersqty 6
Coolersqty 3
Food warmersqty 4
Induction hobsqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving utensilsqty 12
Wok pansqty 6

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Cleaning bucketsqty 3
Recycling binsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Crowd control barriersqty 12
Flashlightsqty 6
Warning vestsqty 10

Catering

Groceries

Tips

Record the available power supply before booking the sound system. Check where outlets are, how many circuits you can use and whether cable reels, extension cords and cable trays will keep routes safe.
Confirm performers and technical requirements in writing at least 4 weeks before the concert. Send each artist arrival times, stage access details, set lengths and the equipment they must bring.
Set a firm registration deadline 7 days before the event. Use the final list to plan seating, catering quantities and dietary requirements, then print one visitor list for the entrance.
Create the bad-weather decision point before invitations go out, ideally 48 hours before the concert. Tell guests what happens if the programme moves, is shortened or is cancelled, and check that party tents or another covered area fit the venue.
Schedule deliveries and setup with separate time blocks. Inspect the venue first, receive equipment and catering, then build the stage, place PA speakers and lighting, set up payment methods, chill drinks and complete the soundcheck before doors open.

Frequently asked questions

How far in advance should I organise an open-air concert?: Start at least 12 weeks before the concert. Use the first 2 weeks for the venue, permit and power check, then confirm performers, sound, catering, security and first aid before opening registrations.
When should I apply for a permit for an open-air concert?: Apply as soon as the venue and date are known, preferably 8 to 12 weeks in advance. Processing times vary, so do not publish invitations until you know which conditions affect capacity, sound or closing time.
How much sound equipment do I need for an open-air concert?: The required PA speakers, subwoofers, microphones and mixer depend on audience size, stage layout and programme. Finalise the technical rider at least 4 weeks ahead and allow 2 to 3 hours on the day for setup and soundcheck.
When should I make the bad-weather decision?: Set the decision deadline 48 hours before the concert and check the forecast again on the morning itself. The plan should state whether you continue under party tents, change the programme or cancel, including how registered visitors will be informed.

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.