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

A soul concert needs more than a performer and a stage. Start by locking in the date, venue and artists, then work backward from the performance times to arrange permits, sound, lighting, catering and guest access. Technical details are often left too late, especially monitor speakers, DI boxes, microphones and power distribution. Use the plan below to keep bookings, registrations and event-day setup in the right order.

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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
Confirm reservations
3
Check permits
4
Confirm performers
5
Gather technical requirements
2 people
6
Record performance times
2 people
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Hang promotional posters
2 people
11
Publish the program
12
Send artist information
13
Determine catering quantities
2 people
14
Reserve equipment
15
Reserve furniture
16
Assign volunteers
2 people
17
Prepare access control
2 people
18
Check emergency exits
2 people
19
Process final registrations
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Prepare catering
3 people

Event

23
Open venue
2 people
24
Receive deliveries
2 people
25
Set up the stage
4 people
26
Set up sound equipment
4 people
27
Install lighting equipment
3 people
28
Secure power outlets
2 people
29
Set up tables
3 people
30
Set up chairs
3 people
31
Hang up decorations
2 people
32
Dress the stage
2 people
33
Set up the catering buffet
3 people
34
Set up the bar
2 people
35
Set up the cloakroom
2 people
36
Signpost the entrance
2 people
37
Check sanitary facilities
2 people
38
Welcome performers
2 people
39
Set up artist room
2 people
40
Run the sound check
4 people
41
Test microphones
2 people
42
Perform lighting test
2 people
43
Staff the entrance desk
2 people
44
Welcome visitors
3 people
45
Distribute program
2 people
46
Serve welcome drinks
3 people
47
Give the opening speech
48
Support the first performance
3 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Announce break
52
Support the second performance
3 people
53
Restock the buffet
3 people
54
Clear tables
2 people
55
Guide the third performance
3 people
56
Serve dinner
4 people
57
Clear the dance floor
2 people
58
Support the main performance
4 people
59
Handling audience questions
2 people
60
Support the final performance
3 people
61
Announce the farewell
62
Guide visitors to the exit
3 people
63
Collect lost and found items

Aftercare

64
Turn off the sound equipment
3 people
65
Switch off lighting equipment
2 people
66
Collect tableware
3 people
67
Collect waste
3 people
68
Dismantle furniture
4 people
69
Dismantle the stage
4 people
70
Clean the venue
4 people
71
Clean the restrooms
2 people
72
Clear the artist room
2 people
73
Pack equipment
3 people
74
Inventory materials
2 people
75
Return borrowed items
2 people
76
Dispose of waste
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Beer tablesqty 6
Cocktail tablesqty 8
Chairsqty 110
Coat racksqty 3
Clothes hangersqty 120
Bollardsqty 8

Equipment

Mixer
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Music instrument cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 20
Laptop for music
Stage lightingqty 8
Light standsqty 4
Cable tiesqty 100

Lighting

Atmosphere lightsqty 12
LED string lightsqty 6
Battery lanternsqty 8

Tableware

Water glassesqty 120
Wine glassesqty 100
Coffee cupsqty 60
Platesqty 120
Dessert platesqty 100
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Serving traysqty 12
Small bowlsqty 20
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8

Decorations

Table runnersqty 14
Flower arrangementsqty 10
Stage backdrop
Program boardsqty 4
Directional signsqty 8

Catering

Drink dispensersqty 4
Buffet warmersqty 4
Serving plattersqty 16
Ice packsqty 24
Bottle openersqty 4
Corkscrewsqty 3
Groceries

Cleaning

Waste binsqty 10
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 12

Safety

Fire extinguishersqty 4
Flashlightsqty 6
Reflective vestsqty 8
First aid kitsqty 2

Communication

Walkie-talkiesqty 6
Charging stationsqty 2
Name stickersqty 30

Tips

Confirm the performers’ full technical requirements before reserving equipment. Ask for input lists, monitor needs, microphone preferences and stage dimensions so the mixer, speakers, subwoofers, DI boxes and cables match the show.
Build the schedule around fixed performance times, including load-in, soundcheck, doors and changeovers. Share the final program with artists, volunteers and guests before the event rather than relying on last-minute updates.
Check permits, emergency exits and access control before promoting the concert. These checks can affect the venue layout, stage position, barriers and the number of people you can admit.
Count catering and tableware from the final registration numbers, not from early interest. Allow time to collect dietary requirements, receive deliveries, chill drinks and prepare food before doors open.
Set up the stage and lighting before the soundcheck, then secure every cable with cable trays or cable ties. Keep extension cords and power strips away from guest routes and test wireless microphones, monitor speakers and stage lighting while the room is still empty.

Frequently asked questions

How far in advance should I book a soul concert venue and performers?: Aim to confirm the venue and performers at least 8 to 12 weeks before the concert. That leaves time for permits, technical planning, invitations, registrations and equipment reservations.
When should I send the artist technical information?: Send the venue details, stage plan, performance times and contact information to the artists at least 3 weeks before the event. Confirm any changes again 7 days before load-in.
How much time do I need for stage setup and soundcheck?: Allow at least 3 hours for unloading, stage assembly, cable runs and equipment setup, followed by 60 to 90 minutes for soundcheck. Keep the venue closed to guests until these checks are complete.
When should I finalize catering quantities for a concert?: Use the final registration count 3 to 5 days before the concert to confirm food, drinks, plates, water glasses, wine glasses and coffee cups. Finish shopping and receive deliveries early enough to chill drinks and prepare catering before doors open.

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.