Liberation concert checklist

A Liberation concert combines a live programme with outdoor logistics, audience planning and a full technical setup. Start by confirming the date, location, permits and performers, then build the programme and assign responsibilities. In the final week, check registrations, dietary requirements, deliveries and the weather forecast. On the day itself, allow time to open the venue, connect power, set up the stage, sound and lighting, and prepare drinks and snacks 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

Confirm date and location
2 people
Check permits
2 people
Confirm performers
2 people
Compile program
3 people
Gather technical requirements
2 people
Make reservations
2 people
Send invitations
3 people
Place publicity
3 people
Process registrations
2 people
Collect dietary requirements
2 people
Assign volunteers
2 people
Share artist information
2 people
Print the run sheet
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
4 people
Chill drinks
3 people
Prepare snacks
4 people
Open venue
2 people
Check deliveries
2 people
Set up the stage
6 people
Set up the sound system
4 people
Set up lighting
3 people
Connect power supply
3 people
Set up tables
4 people
Set up chairs
5 people
Set up the catering buffet
4 people
Set up drink points
3 people
Hang decorations
3 people
Put up directional signs
2 people
Finish the stage safely
3 people
Set up instruments
4 people
Perform sound check
4 people
Perform a lighting check
3 people
Lay out program brochures
2 people
Brief volunteers
3 people

Event

Welcome performers
3 people
Welcome the audience
4 people
Hand out program brochures
2 people
Carry out access control
3 people
Serve coffee and tea
3 people
Serve snacks
4 people
Give the opening speech
Guide the performances
3 people
Change performers
4 people
Refill drinks
3 people
Restock the buffet
3 people
Clear away dishes
3 people
Collect waste
3 people
Answer audience questions
2 people
Announce the break program
Lead the memorial moment
2 people
Deliver the closing speech
Guide the audience to the exit
4 people
See off the artists
2 people

Aftercare

Turn off the sound equipment
3 people
Store instruments safely
4 people
Remove decorations
3 people
Dismantle furniture
5 people
Dispose of waste
3 people
Wash dishes
4 people
Clean the venue
5 people
Clean the restrooms
2 people
Inventory materials
2 people
Return borrowed items
3 people
Store leftover food
2 people
Empty the coolers
2 people
Remove posters
2 people
Collect lost and found items

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Party tentsqty 3
High tablesqty 12
Tablesqty 10
Chairsqty 180
Bar stoolsqty 8
Coat racksqty 2

Tableware

Reusable cupsqty 300
Coffee cupsqty 100
Glassesqty 150
Platesqty 200
Dessert platesqty 150
Cutlery setsqty 200
Serving spoonsqty 12

Equipment

Mixing console
Speakersqty 4
Monitor speakersqty 3
Microphonesqty 8
Microphone standsqty 8
D.I. boxesqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 30
Laptop

Lighting

Stage spotlightsqty 8
Light standsqty 2
Mood lightingqty 20
Battery lanternsqty 8

Decorations

Dutch flagsqty 12
Liberation flagsqty 12
Buntingqty 8
Tableclothsqty 20
Program boardsqty 6
Wayfinding signsqty 10
Flower arrangementsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 8
Coolersqty 6
Ice packsqty 24
Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 20
Serving traysqty 8
Tongsqty 12
Thermos flasksqty 6

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning cartsqty 2

Catering

Groceries

Tips

Confirm permits and power requirements before publishing the date. A concert setup with stage sections, speakers, lighting and food service may require more access time than a standard reception.
Ask performers for their technical requirements at least 3–4 weeks in advance. Record microphone, monitor, D.I. box, cable and laptop needs in one shared run sheet.
Assign volunteers to specific time blocks rather than general duties. Cover venue opening, delivery checks, guest welcome, backstage support and the final clear-up separately.
Check the weather forecast 48 hours before the concert and again on the morning itself. Party tents, battery lanterns and cable trays should be ready before outdoor setup begins.
Chill drinks and prepare snacks only after deliveries and the shopping list have been checked. Count reusable cups, glasses, plates and cutlery before service starts so shortages are found before the audience arrives.

Frequently asked questions

How early should I start planning a Liberation concert?: Start at least 8–12 weeks before the concert. Confirm the date, location, permits and performers first, then allow time for the programme, publicity, registrations and volunteer planning.
When should I confirm the concert performers and technical requirements?: Confirm performers 6–8 weeks ahead and collect their technical requirements immediately afterwards. Finalise the sound and lighting plan no later than 2 weeks before the event.
How long does it take to set up a Liberation concert?: Allow at least 4–6 hours for venue access and setup when using a stage, mixing console, speakers, monitors, microphones, lighting and power distribution. Add extra time if deliveries arrive separately.
When should I check the weather for an outdoor Liberation concert?: Check it 48 hours before the event, then check again on the morning of the concert. Use the result to confirm tents, lighting, cable protection and the timing of the final setup.

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.