How to organize an electronic concert

Start with the date, venue and capacity, then build the concert around the artist requirements and the room’s technical limits. Electronic acts often need specific DJ equipment, monitoring, power and lighting, so collect the technical rider before booking anything. Next, lock in performers, security, catering and equipment, publish the event page, and track registrations. On the day, allow several hours for stage, sound and lighting setup before doors open; a late soundcheck is one of the easiest ways to derail the schedule.

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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
Check permits
3
Book performers
2 people
4
Collect the technical rider
5
Reserve equipment
6
Reserve security
7
Book catering
8
Order first aid supplies
9
Set entrance fee
2 people
10
Publish event page
11
Send invitations
2 people
12
Post promotion online
13
Process registrations
14
Collect dietary requirements
15
Update visitor list
16
Share performer information
17
Print the run sheet
18
Check the shopping list
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Check the venue
2 people
22
Arrange keys and access
23
Set up the stage
4 people
24
Set up the sound system
4 people
25
Set up lighting
3 people
26
Connect power distribution
2 people
27
Tape down cables securely
2 people
28
Set up the bar and buffet tables
3 people
29
Set up tables and chairs
3 people
30
Set up the registration desk
2 people
31
Lay out wristbands
32
Hang up decorations
2 people
33
Check toilets
34
Prepare first aid supplies
35
Prepare snacks
3 people
36
Set up bar stock
2 people
37
Set up the artist reception
38
Perform sound check
4 people
39
Test light show
2 people
40
Give the staff briefing
4 people

Event

41
Open the entrance
3 people
42
Welcome visitors
3 people
43
Hand out wristbands
2 people
44
Serve snacks
3 people
45
Serve drinks
3 people
46
Refill drinks
2 people
47
Keep the bar workspace clean
2 people
48
Monitor the stage and audience
2 people
49
Check the sound level
50
Assist performers
51
Coordinate DJ handovers
2 people
52
Operate lighting
53
Empty trash bins
2 people
54
Clean toilets in between
55
Check stock
56
Announce the final round
57
See visitors out
3 people
58
Close the bar
3 people

Aftercare

59
Switch off equipment
2 people
60
Chill food leftovers
2 people
61
Collect waste
3 people
62
Put furniture back
3 people
63
Clean the venue
4 people
64
Thoroughly clean the sanitary facilities
2 people
65
Dismantle audio equipment
4 people
66
Dismantle lighting equipment
3 people
67
Dismantle the stage
4 people
68
Inventory materials
2 people
69
Return equipment
2 people
70
Store leftover stock
2 people
71
Return keys
72
Collect lost and found items

What to bring

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

Furniture

Stage sectionsqty 8
Bar matsqty 2
High tablesqty 12
Foldable tablesqty 6
Folding chairsqty 30
Coat racksqty 2
Waste binsqty 8

Equipment

PA speakersqty 2
Subwoofersqty 2
DJ mixer
DJ controllersqty 2
CDJ playersqty 2
Stage box
Microphonesqty 3
Microphone standsqty 3
Monitor speakersqty 2
DI boxesqty 4
Laptop standsqty 2
Spare headphonesqty 2
Cable reelsqty 6
Power stripsqty 10
Extension cordsqty 12
Cable traysqty 10
Gaffer tapeqty 8
Cable tiesqty 100
Spare batteriesqty 24

Lighting

LED spotlightsqty 8
Moving headsqty 4
Strobe light
Light standsqty 2
Light controller
Mood lightingqty 12

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 50
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100
Serving traysqty 10

Kitchen

Coolersqty 6
Ice containersqty 4
Drink dispensersqty 3
Thermos flasksqty 4
Cutting boardsqty 4
Cook's coatqty 2
Serving tongsqty 8
Small bowlsqty 20

Decorations

LED string lightsqty 6
Announcement postersqty 10
Directional signsqty 8
Tablecloth setsqty 12
Wristbandsqty 220
Cloakroom ticketsqty 200

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Work glovesqty 12

Catering

Groceries

Tips

Confirm the venue’s capacity, access hours, power supply and noise restrictions before signing off on the date. Check permits early, because approval can take weeks and may affect the event format.
Ask every performer for a technical rider as soon as they are booked. Check whether the requested DJ mixer, CDJ players, controllers, monitors, microphones and DI boxes are included in your equipment reservation.
Create a timing plan with separate slots for load-in, stage assembly, soundcheck, lighting focus, performer changeovers and doors. Print the run sheet and give it to the production, security and entrance teams.
Plan cable routes before placing the PA speakers, subwoofers and lighting. Use cable trays, cable reels, extension cords and gaffer tape so walkways remain clear and the audience cannot reach loose connections.
Do not leave guest administration and refreshments until concert day. Process registrations, collect dietary requirements, update the visitor list, chill drinks and complete the shopping before the setup crew arrives.

Frequently asked questions

How far in advance should I book an electronic concert venue?: Aim to confirm the date and venue at least 8 to 12 weeks ahead. This leaves time for permits, performers, equipment, security, catering and promotion, while popular dates may require more lead time.
How long does it take to set up an electronic concert?: Allow at least 4 to 6 hours for stage, sound and lighting setup, followed by a proper soundcheck. Add extra time if the venue has difficult access or the technical rider requires several equipment changes.
What equipment does an electronic concert need?: The exact list comes from each performer’s technical rider, but a typical setup can include PA speakers, subwoofers, a DJ mixer, CDJ players or controllers, monitor speakers, a stage box and DI boxes. Reserve backup headphones, cables and power distribution as well.
When should I publish tickets and send invitations?: Publish the event page once the date, venue, lineup and entrance fee are confirmed, preferably 4 to 6 weeks before the concert. Review registrations weekly and update the visitor list until the final check 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.