How to organize a metal concert from first booking to final load-out

A metal concert depends on tight coordination between the venue, artists, production crew, security and front-of-house team. Start by locking the date and venue, then work through permits, contracts and the technical requirements before opening ticket sales. Sound, lighting, stage access and artist transport need decisions well before show day. Use a detailed running order and one shared contact list so changes do not get lost between bands, crew and suppliers.

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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 location and date
2
Check permits
3
Confirm artist contracts
4
Record performances and times
2 people
5
Create the sound and lighting plan
2 people
6
Develop the stage plan
2 people
7
Collect artist information
8
Check technical riders
2 people
9
Reserve technical equipment and stage
10
Book catering
11
Reserve security
12
Reserve first aid supplies
13
Open ticket sales
2 people
14
Send invitations
2 people
15
Post promotion online
2 people
16
Process registrations
2 people
17
Collect dietary requirements
18
Create crew list and contact details
19
Arrange artist transport
20
Assign artist dressing rooms
2 people
21
Print the run sheet
22
Count wristbands and tickets
2 people
23
Do the shopping
3 people
24
Chill drinks
3 people
25
Clear the venue
4 people
26
Set up the stage
6 people
27
Set up the sound system
5 people
28
Set up lighting
4 people
29
Connect power distribution
3 people
30
Set up the bar and catering
4 people
31
Set up tables and barriers
5 people
32
Set up changing rooms
2 people
33
Stock backstage
2 people
34
Hang up decorations
3 people
35
Check toilets
2 people
36
Set up the first aid station
2 people
37
Set up entrance and cloakroom
3 people
38
Test the equipment
5 people
39
Welcome performers
2 people
40
Run the sound check
6 people
41
Set up catering
3 people
42
Entrance staff briefing
2 people
43
Security briefing
2 people
44
Brief bar staff
2 people

Event

45
Open the doors
5 people
46
Check tickets
4 people
47
Manage the cloakroom
3 people
48
Open bar
4 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Assist performers
2 people
52
Coordinate stage changes
2 people
53
Check public area
3 people
54
Clean toilets in between
2 people
55
Empty trash bins
2 people
56
Announce performances
57
Wrap up the final performance
2 people
58
Guide people out
4 people
59
Manage coat check
3 people

Aftercare

60
Close the bar
4 people
61
Switch off equipment
3 people
62
Tear down stage
6 people
63
Tear down audio equipment
5 people
64
Take down lighting equipment
4 people
65
Put furniture back
4 people
66
Collect waste
4 people
67
Clean the venue
5 people
68
Thoroughly clean the toilets
2 people
69
Clear away leftover food
2 people
70
Sort borrowed materials
3 people
71
Check the equipment
2 people
72
Return materials
3 people
73
Register lost and found items
74
Check out artists
2 people

What to bring

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

Furniture

Stage sectionsqty 12
Beer tablesqty 12
Bar blocksqty 3
Folding chairsqty 80
Coat racksqty 4
Dressing room tablesqty 4
Changing room chairsqty 16

Equipment

PA speakersqty 4
Subwoofersqty 4
Stage monitorsqty 5
Mixing console
Microphonesqty 8
Microphone standsqty 8
Guitar amplifiersqty 4
Bass amplifierqty 2
Drum kit
DI boxesqty 6
Audio cablesqty 30
Multi-cablesqty 3
Cable traysqty 20

Lighting

LED stage lightsqty 12
Moving headsqty 6
Light standsqty 4
Light controller
Extension cordsqty 20
Power stripsqty 12

Safety

Crowd barriersqty 30
Fire extinguishersqty 4
First aid kitsqty 2
Flashlightsqty 6
Reflective vestsqty 12

Tableware

Reusable cupsqty 500
Wine glassesqty 30
Platesqty 120
Cutlery setsqty 120

Kitchen

Coolersqty 8
Ice cube traysqty 6
Serving traysqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Thermos flasksqty 6

Decorations

Stage drapesqty 4
Bannersqty 6
Tapeqty 10
Cable tiesqty 200
Directional signsqty 12

Catering

Groceries

Tips

Lock the venue, date and artist agreements before announcing the show. Check permit requirements at the same time, because approval times can range from several weeks to several months depending on the venue and local rules.
Request every band’s technical rider as soon as the contracts are confirmed. Compare the riders with the PA, monitors, microphones, amplifiers, drum kit, mixing console and power available at the venue; unresolved gaps become expensive on show day.
Build the stage and changeover plan around the recorded set times. Allow at least 20–30 minutes between bands for backline changes and line checks, and print the final run sheet for the crew, stage team and sound engineer.
Treat crowd safety as part of the production plan, not a last-minute purchase. Position barriers, confirm security coverage and place first-aid kits, fire extinguishers and flashlights where staff can reach them without crossing the audience.
Finish guest and crew logistics at least 48 hours before doors open. Confirm dietary requirements, dressing rooms, artist transport, wristband and ticket counts, then chill drinks and complete the venue clear-out plan before the final band starts.

Frequently asked questions

How far in advance should I organize a metal concert?: Allow at least 3–6 months for a small independent show, and longer if you need permits, touring artists or substantial production. Confirm the venue, date and artist contracts first, then schedule technical, safety and ticketing work.
How much time should I allow between metal bands?: Plan for 20–30 minutes between sets for a normal changeover, and longer if the bands share little equipment. Add separate time before doors for a full soundcheck, monitor check and lighting focus.
When should I open ticket sales for a metal concert?: Open sales once the venue, date and artist lineup are confirmed and your capacity and permit position are clear. For most shows, 6–10 weeks before the concert gives promotion enough time without selling tickets before key details are settled.
What should be confirmed 48 hours before the concert?: Confirm arrival times, artist transport, dressing rooms, dietary requirements, crew contacts, security, first aid and the final running order. Count tickets and wristbands, check technical equipment, chill drinks and send the finished run sheet to everyone who needs it.

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.