How to organize a soundtrack concert

A soundtrack concert needs more than a performance slot and a playlist. Start by securing the venue, performers, permits, and technical requirements before opening ticket sales. Then build the music program around the available stage, instruments, microphones, and audience layout. In the final week, confirm catering, transport, dietary requirements, and parking information. On the day itself, allow time for stage, sound, lighting, seating, and microphone checks before guests arrive.

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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
Reserve the venue definitively
2
Check permits and notifications
3
Book performers
4
Compile the music program
2 people
5
Request technical rider
6
Finalize catering arrangements
7
Check insurance
8
Send invitations
2 people
9
Open online ticket sales
10
Publish promotional materials
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Reserve artist transport
14
Send parking information
15
Print the run sheet
16
Check artist list
17
Check technical planning
2 people
18
Do the shopping
3 people
19
Chill perishable stock
2 people
20
Inspect the venue and surroundings
2 people
21
Clean the floor and audience area
3 people
22
Clear the stage area
3 people
23
Set up the stage
4 people
24
Set up the sound system
4 people
25
Connect microphones
2 people
26
Set up instruments
3 people
27
Set up lighting
3 people
28
Connect power supply
2 people
29
Perform sound check
4 people
30
Perform lighting test
3 people
31
Sound check with performers
6 people
32
Set up chairs and tables
4 people
33
Set up the registration desk
2 people
34
Set up the cloakroom
2 people
35
Set up the bar and buffets
4 people
36
Chill drinks
2 people
37
Prepare snacks
4 people
38
Hang decorations
3 people
39
Place route and program signs
2 people
40
Check toilets
2 people
41
Clear emergency routes
2 people
42
Brief volunteers
2 people

Event

43
Staff the entrance
3 people
44
Staff the cloakroom
2 people
45
Welcome visitors
3 people
46
Distribute program
2 people
47
Serve drinks
4 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Restock buffet supplies
2 people
51
Coordinate stage changes
3 people
52
Assist performers
2 people
53
Announce break
54
Keep the audience area clean
2 people
55
Check toilets periodically
2 people
56
Check the sound level
57
Support the final performance
3 people
58
Guide departures and the exit
3 people
59
Handle the cloakroom
2 people

Aftercare

60
Close the bar
3 people
61
Switch off equipment
3 people
62
Store instruments safely
3 people
63
Collect waste
4 people
64
Wash dishes
3 people
65
Clean the venue
5 people
66
Dismantle furniture
4 people
67
Dismantle technical equipment
4 people
68
Remove decorations
3 people
69
Collect lost and found items
2 people
70
Count inventory
2 people
71
Take waste to the collection point
2 people
72
Check materials
2 people
73
Return borrowed materials
2 people
74
Return supplier materials
2 people
75
Check outstanding invoices

What to bring

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

Furniture

Stage sectionsqty 8
Stage stepsqty 2
Concert chairsqty 120
Foldable tablesqty 12
High tablesqty 8
Coat racksqty 4
Coat hangersqty 150
Waste binsqty 10

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixer
Singing microphonesqty 4
Instrument microphonesqty 6
Microphone standsqty 10
DI boxesqty 4
Monitor speakersqty 4
Instrument cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Music standsqty 12
Digital piano
Drum kit

Lighting

LED stage lightsqty 8
Light standsqty 4
Lighting mixer
Mood lightingqty 12

Tableware

Water glassesqty 150
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving tongsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 8

Decorations

Themed movie postersqty 20
Stage drapesqty 4
Tableclothsqty 20
Program standsqty 6

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4

Catering

Groceries

Tips

Reserve the venue and performers before publishing the program. Request the performers’ technical rider at least 6–8 weeks ahead so you can check power, microphones, monitors, DI boxes, instruments, and stage space.
Build the running order before sending invitations or opening ticket sales. Include set lengths, changeovers, sound checks, breaks, and the time needed to move between digital piano, drum kit, and other instruments.
Treat technical setup as a separate work period, not something to do while guests arrive. Allow at least 3 hours before doors open for the stage, PA, mixer, microphones, monitors, lighting, cables, and power connections.
Confirm practical guest information at least 7 days before the concert. Send parking details, collect dietary requirements, check registrations, and make sure coat racks, chairs, tables, waste bins, and tableware match the expected attendance.
Print the run sheet and check the artist list on the day of the concert. Keep spare cables, extension cords, power strips, microphone stands, water glasses, and music stands ready before the first sound check.

Frequently asked questions

How far in advance should I organize a soundtrack concert?: Start at least 8–12 weeks before the concert. Venue booking, performer availability, permits, insurance, technical requirements, catering, and promotion all need time, especially if ticket sales depend on a fixed program.
How much time do I need for concert setup and soundcheck?: Plan at least 3 hours for setup and soundcheck, and longer if several performers share the stage. The time must cover stage sections, instruments, microphones, PA speakers, mixer, monitors, lighting, cable runs, and individual checks.
When should I open ticket sales for a soundtrack concert?: Open online ticket sales once the venue, performers, date, and main program are confirmed—usually 4–6 weeks before the concert. Publish practical details such as parking, doors-open time, seating, and accessibility at the same time.
When should I collect dietary requirements for concert catering?: Ask for dietary requirements during registration and close the list 7–10 days before the concert. Give the final numbers to the caterer early enough to arrange meals, drinks, plates, coffee cups, and glasses without last-minute substitutions.

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.