How to organize a multimedia concert

A multimedia concert combines live performers, sound, lighting, video and presentations, so the planning order matters. Start by confirming the date, venue, budget and technical requirements before booking suppliers or sending invitations. Then build the program around the available equipment and rehearsal time, and collect every media file early enough to test it properly. This guide focuses on the details that are often forgotten, from backup drives and HDMI connections to dietary requirements, parking information and a usable show-day contact list.

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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
Gather technical requirements
2 people
4
Check permits
5
Check insurance
6
Set the budget
2 people
7
Compile program
2 people
8
Book technical supplier
9
Book catering
10
Reserve photographer
11
Reserve security
12
Send invitations
2 people
13
Process registrations
14
Collect dietary requirements
15
Send parking information
16
Develop the run sheet
2 people
17
Create a contact list
18
Collect presentations
2 people
19
Collect video files
2 people
20
Check visual materials
2 people
21
Check audio files
2 people
22
Make backups
2 people
23
Create technical floor plan
2 people
24
Create lighting plan
2 people
25
Place catering order
26
Do the shopping
3 people
27
Check the equipment
2 people
28
Prepare name badges
29
Print programs
30
Clear the venue
3 people
31
Unload equipment
4 people
32
Set up the stage
4 people
33
Set up the sound system
3 people
34
Set up the projection screen
2 people
35
Set up projectors
2 people
36
Set up lighting
3 people
37
Securely finish cables
2 people
38
Set up chairs
4 people
39
Set up the reception desk
2 people
40
Set up the catering area
3 people
41
Hang up decorations
2 people
42
Chill drinks
2 people
43
Set out snacks
3 people
44
Set up presentations
2 people
45
Test the equipment
4 people

Event

46
Welcome performers
2 people
47
Run the sound check
4 people
48
Perform visual check
3 people
49
Brief reception team
2 people
50
Open the doors
3 people
51
Register visitors
3 people
52
Hand out programs
2 people
53
Manage the cloakroom
2 people
54
Serve drinks
3 people
55
Serve snacks
3 people
56
Refill drinks
2 people
57
Operate equipment
3 people
58
Play visual content
2 people
59
Coordinate stage changes
2 people
60
Answer audience questions
2 people
61
Check toilets
62
Collect waste
2 people
63
See visitors out
3 people

Aftercare

64
Switch off equipment
3 people
65
Clean up catering
3 people
66
Wash dishes
2 people
67
Clear away chairs
4 people
68
Remove decorations
2 people
69
Dismantle technical equipment
4 people
70
Roll up cables
2 people
71
Clean the venue
4 people
72
Dispose of waste
2 people
73
Collect lost and found items
74
Inventory materials
2 people
75
Return equipment
3 people
76
Return empty packaging
77
Collect supplier invoices
78
Send thank-you message

What to bring

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

Furniture

Chairsqty 120
High tablesqty 10
Tablesqty 8
Stage sectionsqty 8
Coat racksqty 3
Clothes hangersqty 150
Bollardsqty 8
Dressing room tablesqty 3

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Laptop for playbackqty 2
USB backup drivesqty 2
HDMI splittersqty 2
HDMI cablesqty 8
Audio cablesqty 20
XLR cablesqty 20
Extension cordsqty 12
Power stripsqty 10
DI and cable bagsqty 6
Laptop standsqty 2
Projectorsqty 2
Projection screensqty 2
Projector mountsqty 2
Media playersqty 2
Presentation clickerqty 2
Ethernet cablesqty 6
Gaffer tapeqty 8
Cable matsqty 12
Cable tiesqty 100
Tool casesqty 2
Flashlightsqty 4

Lighting

LED stage spotlightsqty 8
Effect lightsqty 4
Light standsqty 4
Light controller
Spare bulbsqty 6

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving plattersqty 12
Serving utensilsqty 12
Thermos flasksqty 6
Drink dispensersqty 4

Decorations

Stage drapesqty 4
Decorative clothsqty 8
Welcome sign
Direction signsqty 12
Adhesive hooksqty 30
Name badge holdersqty 20

Cleaning

Broom and dustpanqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the venue’s power supply, stage dimensions and available connection points before booking the technical supplier. A multimedia setup may need separate circuits for the PA, lighting, playback laptop and screens.
Set a hard deadline for presentations, video files and audio files, ideally at least 7 days before the concert. Test every file on the actual playback laptop and keep two backups on separate USB drives.
Build the run sheet minute by minute, including soundcheck, lighting checks, performer changes, video cues, doors opening and catering delivery. Allow at least 30 minutes of buffer time before the audience enters.
Create the technical floor plan before ordering cables and equipment. Count every microphone, stand, DI box, monitor, HDMI cable, power strip and extension cord by position rather than estimating from the total event size.
Send invitations only after the program, parking information and registration process are ready. Close registrations early enough to confirm chairs, tables, catering quantities and dietary requirements with suppliers.

Frequently asked questions

How far in advance should I organize a multimedia concert?: Start venue, performer and technical planning at least 3 to 6 months in advance. Set the final media-file deadline no later than 7 days before the concert, with a full technical test before show day.
When should I collect videos and presentations for a multimedia concert?: Request all video files, presentations and audio files at least 2 weeks before the event. Freeze the content 7 days before the concert so there is time to check formats, sound, aspect ratios and playback connections.
How much technical rehearsal time does a multimedia concert need?: Allow at least 3 hours for a full technical rehearsal when the program includes live sound, lighting and video cues. Add extra time if performers use wireless microphones, monitors or separate playback systems.
How many backups should I make of concert media files?: Keep at least 2 backups on separate USB drives, in addition to the working copy on the playback laptop. Store one backup with the technical lead and test both drives before the audience arrives.

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.