Liberation concert checklist: what to arrange and when

A liberation concert needs more than performers and a stage. Permits, technical production, audience information, catering, safety and volunteer shifts all have to line up before doors open. Start with the venue and programme, then lock in suppliers and artist requirements before sending final audience information. In the final week, confirm the forecast, print the emergency plan and run sheet, chill the drinks and prepare transport so the event-day team is not making avoidable decisions.

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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

Check permits
Finalize the venue
Book performers
2 people
Gather technical requirements
2 people
Compile program
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
Reserve equipment
Reserve stage
Reserve security
Order first aid supplies
Print emergency plan
Print the run sheet
Schedule volunteers
2 people
Share the route to the venue
Publish audience information
Send artist information
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
3 people
Collect materials
3 people
Load transport
4 people

Event

Open venue
2 people
Put up barriers
4 people
Set up the stage
6 people
Set up the sound system
5 people
Set up lighting
4 people
Connect power supply
3 people
Set up the audience area
5 people
Set up tables and chairs
4 people
Set up catering points
3 people
Set out drinks
3 people
Hang up decorations
3 people
Place information signs
2 people
Check toilets
2 people
Set up the first aid station
2 people
Welcome performers
2 people
Set up artist dressing rooms
2 people
Run the sound check
6 people
Perform a lighting check
4 people
Check catering tasting
2 people
Brief volunteers
2 people
Open the public entrance
4 people
Welcome the audience
6 people
Serve coffee and tea
3 people
Serve snacks
4 people
Refill drinks
3 people
Announce the program
Manage crowd flow
4 people
Collect waste
3 people
Restock toilets
2 people
Assist performers
2 people
Restock break catering
3 people
Guide the performances
4 people
Monitor crowd safety
4 people
Serve the last round
3 people
Guide the audience to the exit
4 people

Aftercare

Dismantle audio equipment
5 people
Dismantle lighting equipment
4 people
Catering breakdown
3 people
Collect furniture
4 people
Dispose of waste
3 people
Wash dishes
3 people
Clean the venue
5 people
Return materials
3 people
Return rented equipment
2 people
Remove decorations
3 people
Store leftovers
2 people
Collect lost and found items
2 people
Check supplier invoices
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Dressing room tablesqty 4
Changing room chairsqty 12
Beer tablesqty 12
Chairsqty 120
High tablesqty 10
Clothes racksqty 4
Waste binsqty 12

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Wireless microphonesqty 4
Wired microphonesqty 6
Microphone standsqty 8
DI boxesqty 4
Monitor speakersqty 4
Headphonesqty 4
Music standsqty 8
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Cable tiesqty 100
Stage cablesqty 20
Gaffer tapeqty 8

Lighting

LED spotlightsqty 12
Stage lightsqty 8
Light standsqty 4
Mood lightingqty 10
String lightsqty 8
Battery lampsqty 12

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 12
Scissorsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 8
Cutting boardsqty 6
Chef's knivesqty 6
Serving traysqty 20
Storage binsqty 12
Pliersqty 8

Decorations

Dutch flagsqty 12
Liberation flagsqty 12
Buntingqty 10
Tableclothsqty 20
Program boardsqty 6
Directional signsqty 10
Wristbandsqty 300

Cleaning

Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Mopsqty 4
Hand broomsqty 6
Cleaning glovesqty 12
Litter pickersqty 4
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm permits and the venue before booking the full programme. Allow at least 8–12 weeks for approvals and check whether the stage, sound system, lighting and audience capacity are covered by the same arrangements.
Collect each performer’s technical and hospitality requirements as soon as they are booked. A simple input list should identify microphones, DI boxes, monitor speakers, music stands and dressing-room needs before equipment is reserved.
Build the running order around setup, soundcheck and changeover time, not just performance length. Keep a printed run sheet for the crew and send separate artist information with arrival times, access details and the route to the venue.
Schedule volunteers in shifts rather than asking people to cover the whole day. Plan separate cover for load-in, audience arrival, information points, catering support, waste collection and load-out, with overlap during the busiest 30 minutes.
Finish operational checks in the last 24 hours. Check the weather forecast, chill drinks, prepare catering, label materials, print the emergency plan and load cables, power strips, lighting and stage equipment in the order they will be needed.

Frequently asked questions

How far in advance should I organise a liberation concert?: Start at least 8–12 weeks before the concert. Use the first two weeks to confirm permits, the venue and performers, then allow several more weeks for technical production, catering, registrations and volunteer scheduling.
When should I book the stage, sound and lighting?: Reserve the stage and technical equipment as soon as the venue and programme are firm, ideally 6–8 weeks ahead. Send the performers’ technical requirements before confirming PA speakers, subwoofers, microphones, monitors, cables and lighting.
When should I send invitations and audience information?: Send the first invitation or registration information 4–6 weeks before the concert. Publish the final route, access details, programme information and any practical audience guidance no later than 7 days before the event.
What should I do the day before a liberation concert?: Complete the shopping, chill drinks, prepare catering, collect materials and print the emergency plan and run sheet within the final 24 hours. Also confirm volunteer shifts, weather arrangements and the transport loading order before the crew arrives.

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.