How to organise an opening concert without last-minute chaos

An opening concert has several moving parts before the first note is played: performers, contracts, permits, ticketing, technical production and hospitality. Start by fixing the date and programme, then secure the artists and venue before publishing anything. Work backwards from the audience arrival time to schedule sound, lighting, catering and volunteer briefings. The final checks are where plans often fail: missing artist information, untested cables, unchilled drinks or unclear stage and audience boundaries.

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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
Confirm performers
2 people
3
Check contracts
2 people
4
Reserve venue and audience area
5
Arrange permits and notifications
6
Create the sound plan
2 people
7
Create the lighting plan
2 people
8
Write promotional copy
9
Send invitations
2 people
10
Open online ticket sales
11
Process registrations
12
Collect dietary requirements
13
Order catering
14
Confirm technical setup
2 people
15
Collect artist information
16
Assign volunteers
2 people
17
Send program to the team
18
Prepare signage
2 people
19
Make name badges
20
Check the weather forecast
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Setting up shelf-stable catering
2 people
24
Check the venue
2 people
25
Mark off the stage and audience area
3 people
26
Set up tables and chairs
4 people
27
Set up the sound system
3 people
28
Set up lighting
2 people
29
Safely connect power outlets
2 people
30
Decorate the stage
2 people
31
Hang up signage
2 people
32
Set up the registration desk
2 people
33
Set up the catering buffet
3 people
34
Set up the coffee and tea station
2 people
35
Check toilets
36
Set up the artist dressing room
2 people
37
Perform the technical sound check
3 people
38
Welcome performers
2 people
39
Go over performances
3 people
40
Brief entrance staff
2 people

Event

41
Welcome the audience
4 people
42
Check tickets
3 people
43
Manage the cloakroom
2 people
44
Give the opening speech
45
Assist the first act performance
3 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Keep the audience area clean
2 people
49
Assist performers
2 people
50
Announce the break program
51
Support the second act performance
3 people
52
Restock the buffet
2 people
53
Handling audience questions
54
Support the headliner performance
3 people
55
Deliver the closing speech
56
Guide the audience to the exit
3 people
57
Finish coat check
2 people

Aftercare

58
Dismantle the sound system
3 people
59
Dismantle the lighting setup
2 people
60
Clean up catering
3 people
61
Collect waste
3 people
62
Wash dishes
2 people
63
Clear tables and chairs
4 people
64
Clean the venue
4 people
65
Check materials
2 people
66
Return borrowed materials
2 people
67
Store leftover catering
2 people
68
Take out general waste
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
High tablesqty 8
Tablesqty 6
Chairsqty 120
Changing room chairsqty 8
Coat racksqty 3
Clothes hangersqty 120
Entrance desk

Equipment

Mixing console
PA speakersqty 2
Monitor speakersqty 2
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Multi-socket power stripsqty 8
Extension cordsqty 10
Cable traysqty 12

Lighting

LED stage lightsqty 8
Mood lightingqty 12
Light standsqty 4
String lightsqty 6

Tableware

Reusable drinking glassesqty 150
Wine glassesqty 80
Coffee cupsqty 60
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving spoonsqty 8
Small bowlsqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving traysqty 12
Scissorsqty 3

Decorations

Stage backdrop
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 14
Flower arrangementsqty 8
Name badgesqty 30
Badge holdersqty 30
Directional signsqty 12
Program leafletsqty 150
Tapeqty 6
Cable tiesqty 100

Cleaning

Waste binsqty 10
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Toilet brushesqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date and programme before promoting the concert. Confirm performers, check contracts and allow at least 2–3 weeks for invitations, ticket sales and collecting dietary requirements.
Treat the venue and technical plan as one decision. Confirm the stage sections, steps, PA speakers, monitor speakers, mixing console, microphones, DI boxes, cables and power supply before setup day.
Work backwards from doors opening. Schedule the venue check, stage and audience marking, lighting setup, soundcheck and catering setup so each team knows when its area must be ready.
Give performers and volunteers one written programme rather than separate messages. Send arrival times, changing-room arrangements, responsibilities, signage locations and the contact person at least 48 hours in advance.
Do the final shopping and weather check 24 hours before the concert. Chill drinks, check shelf-stable catering, prepare name badges and verify that coats, glasses, cups, plates and cutlery are available before guests arrive.

Frequently asked questions

How far in advance should I organise an opening concert?: Start at least 6–8 weeks before the concert. Use the first 1–2 weeks to confirm the date, performers, contracts and venue, then leave several weeks for permits, promotion, ticketing and technical planning.
When should I open ticket sales for an opening concert?: Open online ticket sales once the date, programme, venue and main performers are confirmed—usually 3–4 weeks before the event. Keep registrations open long enough to collect attendance numbers and dietary requirements before ordering catering.
How long before the concert should the soundcheck start?: Allow at least 2–3 hours between crew access and doors opening for stage setup, cable runs, lighting and soundcheck. Add more time if several performers share microphones, DI boxes or monitor mixes.
What should I check on the day of an opening concert?: Complete a venue and safety check 3–4 hours before guests arrive. Confirm the stage and audience area, power, cables, lighting, signage, entrance desk, catering, drinks, performer information and volunteer positions before opening the doors.

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.