How to organize a concert from first booking to final soundcheck

Organizing a concert starts with the date, venue, and performers—not with microphones or decorations. Once those are confirmed, work through permits, insurance, registrations, technical requirements, catering, staffing, and the program in that order. Leave enough time for artist information and equipment checks, because missing a cable, power outlet, or stage detail can delay the entire soundcheck. This plan takes you from the first arrangements to opening the doors and running the show.

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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
Book performers
2 people
3
Check permits
4
Check insurance
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Make reservations
9
Collect artist information
10
Gather technical requirements
2 people
11
Create the program and schedule
2 people
12
Reserve equipment
2 people
13
Order catering
14
Assign volunteers
2 people
15
Create floor plan
16
Design signage
17
Lay out wristbands and tickets
2 people
18
Do the shopping
2 people
19
Send artist briefing
20
Prepare the venue
3 people
21
Set up stage sections
4 people
22
Set up the sound system
4 people
23
Connect microphones
2 people
24
Set up lighting
3 people
25
Check power supply
2 people
26
Set up the audience area
4 people
27
Set up the bar and serving area
3 people
28
Hang decorations
2 people
29
Test the equipment
3 people
30
Set up artist room
2 people
31
Run the sound check
4 people
32
Set up catering
3 people
33
Set up the entrance and checkout
2 people
34
Conduct a safety check
2 people
35
Brief audience guides
2 people

Event

36
Welcome performers
2 people
37
Open the doors
4 people
38
Check tickets
3 people
39
Staff the cloakroom
2 people
40
Escort audience to the hall
2 people
41
Deliver the welcome speech
42
Support the first performance
3 people
43
Serve drinks
3 people
44
Serve snacks
2 people
45
Refill drinks
2 people
46
Empty trash bins
2 people
47
Support the second performance
3 people
48
Play break music
49
Guide the third performance
3 people
50
Adjust the technical setup between performances
3 people
51
Answer audience questions
2 people
52
Check toilets
53
Support the main performance
4 people
54
Assist with encores
4 people
55
Announce the final round
56
Guide the audience to the exit
3 people
57
Manage coat check
2 people

Aftercare

58
Close the register
2 people
59
Turn off the sound equipment
2 people
60
Dismantle equipment
4 people
61
Dismantle the stage
4 people
62
Clear away furniture
4 people
63
Collect waste
3 people
64
Clean the venue
3 people
65
Wash dishes
2 people
66
Remove decorations
2 people
67
Inventory materials
2 people
68
Return borrowed items
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 120
Bar stoolsqty 8
Coat racksqty 3
Clothes hangersqty 180
Bollardsqty 12

Equipment

Stage sectionsqty 12
Stage stepsqty 2
Speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Audio cablesqty 20
XLR cablesqty 20
Power stripsqty 12
Extension cordsqty 12
Cable matsqty 20
Laptop
USB sticksqty 3

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
Work lightsqty 4
Light filtersqty 12

Tableware

Reusable cupsqty 250
Wine glassesqty 80
Coffee cupsqty 40
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 80
Serving traysqty 8

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 6
Ice cube traysqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8

Decorations

Stage backdropsqty 2
Buntingqty 6
Tableclothsqty 8
Directional signsqty 12
Welcome sign
Program standsqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 4
Safety vestsqty 8

Catering

Groceries

Tips

Set the date and venue before booking performers, then check permits and insurance immediately. Allow at least 6–8 weeks for approvals or changes, especially if the concert uses amplified sound or a public space.
Collect each performer’s technical requirements no later than 4 weeks before the concert. Turn them into one equipment list covering microphones, DI boxes, monitors, cables, power strips, and stage sections.
Build the program around setup and soundcheck times, not only performance times. Reserve at least 90 minutes for stage, sound, and lighting checks, plus 30 minutes of buffer before doors open.
Assign volunteers to specific jobs and shifts instead of asking for general help. For a small concert, plan separate coverage for registration, artist support, doors, drinks, and a floor or backstage contact.
Prepare the venue in zones: stage, audience, registration, drinks, coats, and cable routes. Put cable mats over walkways, keep work lights available backstage, and check power before equipment is connected.

Frequently asked questions

How far in advance should I organize a concert?: Start at least 8–12 weeks before the concert. Use the first 2 weeks for the date, venue, performers, permits, and insurance; complete technical planning and volunteer assignments by week 4–6.
How long does concert setup take?: Allow at least 4 hours for a small concert with a stage, sound system, lighting, and seating. Add 90 minutes for soundcheck and lighting checks, and keep 30 minutes of buffer before the audience enters.
How many drinks should I buy for a concert?: For the first hour, plan on 2–3 drinks per guest, then about 1 drink per person per hour. Add water and account for the expected length of the concert, staff, and performers separately.
What technical information should I ask performers for?: Ask for the input list, microphone and DI requirements, monitor needs, stage layout, backline details, arrival time, and set length at least 4 weeks ahead. Confirm the final information again 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.