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

Organizing a soul concert starts with the date, venue and performers, but the smoothest events are built around the technical plan and the running order. Confirm permits and insurance before promoting the show, then match the music program to the stage, sound system and lighting setup. Guest registration, dietary requests and parking information need attention before concert day. The final hours are for setup, soundcheck, catering and briefing volunteers—not for solving missing cables or unconfirmed artist details.

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
Confirm date and location
2
Book performers
2 people
3
Check permits
4
Check insurance
5
Finalize the music program
2 people
6
Gather technical requirements
2 people
7
Create sound plan
2 people
8
Create lighting plan
2 people
9
Create catering menu
2 people
10
Send invitations
2 people
11
Process registrations
12
Collect dietary requirements
13
Make reservations
14
Confirm artist information
15
Share route and parking
16
Assign volunteers
17
Print the run sheet
18
Prepare name badges
19
Sort wristbands
20
Check the shopping list
2 people
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Set up non-perishable supplies
2 people
24
Prepare catering
3 people
25
Open venue
2 people
26
Receive deliveries
3 people
27
Check the stage sections
3 people
28
Set up the stage
4 people
29
Hang the backdrop
2 people
30
Connect the sound system
3 people
31
Set up microphones
2 people
32
Set up lighting
3 people
33
Secure power outlets
2 people
34
Do a line check
3 people
35
Set up the artists' dressing room
2 people
36
Set up tables
3 people
37
Set up chairs and standing tables
3 people
38
Set up the bar
3 people
39
Set up the buffet
3 people
40
Hang decorations
2 people
41
Set up the entrance desk
2 people
42
Set up signage
2 people
43
Check toilets

Event

44
Welcome artists
2 people
45
Welcome the audience
3 people
46
Check tickets
2 people
47
Staff the coat check
2 people
48
Serve coffee and tea
2 people
49
Serve snacks
3 people
50
Provide audience information
51
Support opening act
2 people
52
Serve drinks
3 people
53
Refill drinks
2 people
54
Restock the buffet
2 people
55
Coordinate sound transitions
2 people
56
Coordinate stage changes
3 people
57
Operate light settings
58
Monitor crowd flow
2 people
59
Check toilets periodically
60
Empty trash bins
2 people
61
Set out break drinks
2 people
62
Announce the main act
63
Support the headliner
3 people
64
Assist with encores
2 people
65
Guide the audience to the exit
2 people
66
Manage coat check
2 people
67
See off the artists
2 people

Aftercare

68
Turn off the sound equipment
2 people
69
Clear the bar stock
2 people
70
Store leftovers in the fridge
2 people
71
Collect tableware
3 people
72
Sort waste
3 people
73
Clear tables and chairs
4 people
74
Remove decorations
2 people
75
Tear down stage
4 people
76
Dismantle the lighting setup
3 people
77
Dismantle the sound system
3 people
78
Wash dishes
3 people
79
Clean the bar and kitchen
3 people
80
Clean the restrooms
2 people
81
Clean the floors
3 people
82
Hand over the venue
2 people
83
Return materials
2 people
84
Handle artist agreements

What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Artist chairsqty 8
Tablesqty 12
Chairsqty 120
High tablesqty 10
Coat racksqty 4
Clothes hangersqty 150
Bar stoolsqty 6

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
Cablesqty 4
Audio cablesqty 20
XLR cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Power splittersqty 4
Laptop for music
USB sticksqty 3
Walkie-talkiesqty 8
Power banksqty 4
Flashlightsqty 6
Batteriesqty 24
Toolboxesqty 2
Cable tiesqty 200
Spare fusesqty 10

Lighting

Stage spotlightsqty 8
Light standsqty 4
Light controller
Atmosphere lightsqty 12
Work lightsqty 4

Decorations

Backdrop
Tableclothsqty 12
Plantsqty 8
Garland clothqty 6
Adhesive hooksqty 30
Duct tapeqty 8
Name badgesqty 30
Wristbandsqty 180
Directional signsqty 12

Tableware

Drinking glassesqty 180
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 20
Serving trays with lidsqty 8
Pliersqty 8
Ice packsqty 24
Bottle openersqty 4
Corkscrewsqty 3
Wok pansqty 8
Measuring cupsqty 3

Catering

Groceries
Drink dispensersqty 4
Water jugsqty 8
Buffet risersqty 8
Cooling platesqty 12
Serving traysqty 20
Coffee filtersqty 200
Tea filtersqty 100
Bar towelsqty 4
Strawsqty 400
Cocktail picksqty 500

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Bucketsqty 6
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Rubber glovesqty 12
Toilet brushesqty 4
Towel rollsqty 8

Tips

Lock in the date, venue and performers before sending invitations. Check permits and insurance early, because a missing approval can affect the entire program and may take several weeks to resolve.
Build the sound plan from the performers’ requirements, not from the equipment you already have. Confirm microphones, monitors, mixing channels, cables and power needs, then leave enough time for a full soundcheck before doors open.
Set the concert schedule with realistic changeover and soundcheck times. Print the run sheet on the day and give copies to performers, the technical team and volunteers so nobody has to rely on a phone backstage.
Collect registrations and dietary requirements before ordering or preparing catering. Share the route and parking details with guests and artists in advance; this prevents late arrivals from interrupting the opening set.
Finish non-perishable setup before concert day and reserve the final hours for fresh catering, chilled drinks and venue checks. Prepare name badges and sort wristbands before doors open, when registration staff still have time to organize the entrance.

Frequently asked questions

How far in advance should I book a soul concert venue and performers?: Start at least 8 to 12 weeks before the concert, and earlier if the artist or venue has limited availability. Confirm the date, location and performer agreement before publishing invitations.
How much time do I need for a soul concert soundcheck?: Allow at least 2 hours for a concert with several performers, including line checks and monitor adjustments. Add extra time if the technical setup includes multiple microphones, a full band or unfamiliar equipment.
When should I send invitations for a soul concert?: Send invitations 4 to 6 weeks before the event and set a registration deadline about 7 days before the concert. Use that deadline to confirm attendance, dietary requirements and catering quantities.
What should be ready before guests arrive at a soul concert?: Finish the stage, seating, lighting, entrance materials and catering setup at least 60 minutes before doors open. The run sheet, badges, wristbands, parking information and volunteer assignments should already be prepared.

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!