How to organize a pop concert from first booking to final encore

Start by fixing the performers, venue, date, and budget before promoting the concert. Then work through permits, insurance, ticket sales, technical requirements, security, first aid, catering, and audience information in that order. A pop concert usually goes wrong when the technical rider arrives too late or equipment is booked before the stage layout is clear. In the final week, focus on confirmations, printed documents, wristbands, chilled drinks, and a timed run sheet for everyone working on site.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Book performers
2 people
2
Reserve venue
3
Apply for permits
4
Take out insurance
5
Set up ticket sales
2 people
6
Send invitations
2 people
7
Publish promotion
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Book catering
11
Reserve security
12
Reserve equipment
13
Arrange first aid
14
Print the run sheet
15
Print contact list
16
Send artist information
17
Check the technical rider
2 people
18
Create floor plan
2 people
19
Mark evacuation routes
2 people
20
Publish parking information
21
Sort wristbands
2 people
22
Lay out program booklets
2 people
23
Check materials
2 people
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Prepare catering
4 people
27
Inspect venue
2 people
28
Receive deliveries
3 people
29
Set up the stage
6 people
30
Set up the sound system
5 people
31
Set up lighting
4 people
32
Connect power supply
3 people
33
Cordon off the audience area
4 people
34
Set up the entrance
3 people
35
Set up the cloakroom
2 people
36
Set up catering buffet
4 people
37
Set up the bar
3 people
38
Hang up decorations
3 people
39
Check toilets
2 people
40
Set up artist dressing rooms
2 people
41
Set up backstage catering
2 people
42
Perform sound check
5 people
43
Test light show
3 people
44
Give the staff briefing
4 people
45
Welcome performers
2 people

Event

46
Open the cash register
2 people
47
Check Visitors
4 people
48
Hand out wristbands
3 people
49
Manage the cloakroom
2 people
50
Guide the audience
4 people
51
Serve drinks
4 people
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Restock the buffet
2 people
55
Announce performances
56
Coordinate stage changes
3 people
57
Assist performers
2 people
58
Operate the technical equipment during the show
4 people
59
Keep the audience area clean
2 people
60
Clean toilets in between
2 people
61
Staff first aid
2 people
62
Carry out security
4 people
63
Support the final performance
3 people
64
Guide the exit flow
4 people

Aftercare

65
Close the register
2 people
66
See off the artists
2 people
67
Store leftovers safely
3 people
68
Dismantle bar
3 people
69
Catering breakdown
3 people
70
Remove decorations
3 people
71
Tear down audio equipment
5 people
72
Take down lighting equipment
4 people
73
Tear down stage
6 people
74
Collect waste
4 people
75
Clean the venue
4 people
76
Inventory materials
2 people
77
Return borrowed items
2 people
78
Return equipment
3 people
79
Clear away coat check items
2 people

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
High tablesqty 12
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 8
Coat racksqty 4
Crowd control barriersqty 20
Crowd barriersqty 12

Equipment

PA speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Mixing console
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Power stripsqty 10
Extension cordsqty 10
Generator
Cable matsqty 12
Gaffer tapeqty 6

Lighting

LED spotlightsqty 8
Light standsqty 4
Lighting Console
Mood lightingqty 12
Stage drapesqty 4

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 60
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 40
Serving plattersqty 20

Kitchen

Coolersqty 6
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Ice cube traysqty 4
Cutting boardsqty 4
Paring knivesqty 4
Serving utensilsqty 12

Decorations

Balloonsqty 100
Buntingqty 12
Stage backdrop
Tableclothsqty 20
Directional signsqty 12
Program boardsqty 4

Cleaning

Waste binsqty 12
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning cartsqty 2

Catering

Groceries

Tips

Book the performers and venue before publishing promotion. Allow at least 8 to 12 weeks for a small concert so you have time to confirm availability, ticket sales, permits, insurance, and suppliers.
Request and check every artist’s technical rider as soon as the booking is confirmed. Match its requirements against the PA speakers, subwoofers, stage monitors, microphones, DI boxes, cables, power, and lighting you plan to use.
Create the floor plan before ordering furniture or barriers. Mark the stage, audience area, mixing position, bar, coat racks, evacuation routes, and accessible paths; then check that stage steps and cable mats do not block circulation.
Set a firm deadline for dietary requirements, registrations, and guest information. Send parking details and arrival instructions several days before the concert, and give security and first aid providers the final schedule and contact list.
Print the run sheet, contact list, floor plan, and artist information before doors open. Chill drinks and lay out wristbands, programme booklets, reusable glasses, and wine glasses early enough that the front-of-house team is not still preparing during the first performance.

Frequently asked questions

How far in advance should I organize a pop concert?: Start at least 8 to 12 weeks ahead for a small pop concert. Larger line-ups, permits, ticketing, or complex technical riders may require several months, so book performers and the venue first.
When should I check the technical rider for a pop concert?: Check it immediately after booking each performer, ideally within 48 hours. Use the confirmed rider to reserve sound, microphones, monitors, cables, lighting, power, and stage equipment before promoting the event.
When should I apply for permits and insurance for a concert?: Start permit and insurance arrangements as soon as the venue and date are confirmed, preferably 6 to 8 weeks before the concert. Deadlines vary, so do not wait until ticket sales or promotion are already underway.
When should I prepare the concert floor plan?: Prepare a first floor plan at least 3 to 4 weeks before the event and update it after the technical and security checks. Print the final version before setup so the crew can place the stage, barriers, exits, mixing console, and audience furniture correctly.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!