How to organize an open-air concert

An open-air concert needs more than a booked artist and a stage. Start by fixing the date and location, then work through permits, performers, power, sound, safety and visitor flow in that order. Technical details and weather decisions usually cause the most last-minute problems, especially when several artists share one setup. Use the plan to keep bookings, registrations, food, crew, parking and the final site check connected instead of treating them as separate jobs.

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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
Check permits
3
Book artists
4
Confirm performances and times
5
Reserve Sound System
6
Reserve stage
7
Reserve lighting
8
Check power supply
2 people
9
Arrange security and supervision
10
Reserve first aid supplies
11
Check toilets
12
Send invitations
2 people
13
Process registrations
14
Collect dietary requirements
15
Gather artist information
16
Publish the program
17
Monitor the weather forecast
18
Send visitor information
19
Finalize the shopping list
2 people
20
Order food and drinks
21
Order decorations
22
Develop the stage plan
2 people
23
Coordinate technical requirements
2 people
24
Make crew planning
25
Determine route and parking flow
2 people
26
Do the shopping
3 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Sort wristbands and tickets
2 people
30
Bring materials to the venue
4 people
31
Set up the stage
5 people
32
Set up the sound system
4 people
33
Set up lighting
3 people
34
Lay out power cables safely
3 people
35
Set up tables and chairs
4 people
36
Set up bar and buffet
3 people
37
Hang decorations
3 people
38
Set up entrance and wayfinding signs
2 people
39
Place waste stations
2 people
40
Set out snacks and drinks
3 people
41
Perform the technical sound check
4 people
42
Welcome performers
2 people
43
Set up the artists' dressing room
2 people
44
Give volunteer briefing
2 people

Event

45
Open the entrance
3 people
46
Check tickets
3 people
47
Welcome visitors
2 people
48
Support the first performance
2 people
49
Serve snacks
3 people
50
Serve drinks
3 people
51
Refill drinks
2 people
52
Empty trash bins
2 people
53
Support the second performance
2 people
54
Announce the break program
55
Guide the third performance
2 people
56
Turn on the lights
2 people
57
Monitor crowd flow
2 people
58
Support the main performance
3 people
59
Support the final performance
2 people
60
Announce the final order
61
See the audience out
3 people

Aftercare

62
Close the bar
3 people
63
Store food safely
2 people
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
Clean the grounds
4 people
69
Dismantle furniture
4 people
70
Dismantle the stage
5 people
71
Pack equipment
4 people
72
Return materials
3 people
73
Wash dishes
2 people
74
Clean coolers
2 people
75
Count remaining stock
76
Collect lost and found items
77
Take waste to the collection point
2 people
78
Return rented materials
2 people

What to bring

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

Furniture

Stage
Party tentsqty 3
Beer tablesqty 12
Folding chairsqty 80
Bar stoolsqty 8
Bar matsqty 2
Clothes racksqty 2
Coolersqty 6

Equipment

PA system
Mixing console
Stage speakersqty 4
Stage monitorsqty 3
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Instrument cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Power splitterqty 2
Spare batteriesqty 24

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Work lightsqty 4
Flashlightsqty 6

Tableware

Reusable cupsqty 250
Wine glassesqty 40
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef and serving knivesqty 8
Small bowlsqty 16
Tongs and serving spoonsqty 12
Food warmersqty 4

Decorations

Banner flagsqty 4
Stage drapesqty 4
Tableclothsqty 12
Program boardsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Crowd control barriersqty 12
Reflective vestsqty 10

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 30
Waste binsqty 12

Catering

Groceries

Tips

Start with the date, site and permits before booking equipment. Confirm access times, audience capacity and any restrictions early; permit checks can affect the entire layout and programme.
Book artists and technical suppliers together. Collect each artist’s stage and input requirements, then match them with the PA system, microphones, monitors, DI boxes and available power before publishing performance times.
Treat electricity as a separate production plan. Check the site supply, map cable runs, and include power splitters, extension cords, power strips and cable mats so walkways are not left exposed.
Set the visitor operation before invitations go out. Define registration handling, parking flow, toilets, security, first aid and the information visitors need about arrival, access and weather.
Make weather decisions on a timetable, not by guesswork. Monitor the forecast in the days before the concert, prepare tents and lighting where needed, and send a clear update as soon as conditions affect the programme or site.

Frequently asked questions

How far in advance should I plan an open-air concert?: Start at least 8 to 12 weeks before the concert. Use the first weeks for the date, location, permits, artists, stage and sound; leave the final 7 days for weather checks, visitor information and crew confirmation.
When should I check permits for an open-air concert?: Check permits before confirming the public programme and no later than 8 weeks before the event. Requirements vary by site and audience size, so allow time to change the layout or operating plan if needed.
How much power does an outdoor concert need?: There is no single safe number: calculate the demand of the PA, lighting, stage equipment and food service with the technical supplier. Complete this check at least 2 weeks before the event and never rely on untested extension leads or household circuits.
When should I send information to concert visitors?: Send the first practical visitor information 7 to 10 days before the concert, including arrival, parking, timing and what happens in bad weather. Send a final update 24 hours beforehand if the forecast or site arrangements change.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.

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