Live concert checklist: what to arrange and when

A live concert depends on more than booking a band and opening the doors. You need a confirmed schedule, venue access, permits, artist contracts, technical plans and a clear loading process. Work backwards from the concert date so sound, lighting, catering, security and transport are confirmed before the final week. This checklist also helps you catch details that are often left too late, such as dietary requirements, wristbands, parking, chilled drinks and printed run sheets.

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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 performers and schedule
2 people
Reserve the venue and date
2 people
Apply for required permits
Confirm artist contracts
2 people
Have the sound plan drawn up
2 people
Have lighting plan drawn up
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Reserve equipment and instruments
2 people
Reserve photographer
Arrange security and first aid
2 people
Arrange transport for performers
Designate parking and loading spaces
Create visitor list and wristbands
2 people
Print the run sheet and schedule
Send the final visitor information
Check the shopping list
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
3 people
Clean the venue and toilets
3 people
Clear the loading area
2 people
Unload stage parts
4 people
Set up the stage
4 people
Set up backstage
3 people
Set up the sound system
4 people
Set up lighting
3 people
Set up instruments
3 people
Connect microphones and cables
3 people
Perform sound check
4 people
Perform lighting test
2 people
Set up entrance and cloakroom
3 people
Set up bar and serving station
3 people
Set up buffet and snacks
3 people
Set up tables and chairs
4 people
Hang decorations
3 people
Place direction and safety signs
2 people
Test the cash register and payment terminal
2 people

Event

Welcome performers
2 people
Staff the cloakroom
2 people
Welcome visitors
3 people
Hand out wristbands
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill the buffet and tables
2 people
Announce the first band
Support the first band’s performance
2 people
Provide break and audience services
3 people
Announce the second performance
Support the second band's performance
2 people
Serve the evening meal
4 people
Announce the headliner
Support the main performance
3 people
Monitor crowd safety
3 people
Check toilets periodically
2 people
Empty trash bins during the event
2 people
End final performance
2 people
Handle farewell and cloakroom
3 people
Ensure visitors leave safely
3 people
Check out artists
2 people

Aftercare

Turn off the sound equipment
3 people
Clear out the bar and kitchen
3 people
Wash dishes and glasses
3 people
Collect and remove waste
3 people
Dismantle furniture
4 people
Dismantle stage and technical equipment
4 people
Thoroughly clean the venue
4 people
Remove decorations
2 people
Count and store stock
2 people
Return borrowed materials
2 people
Register lost and found items
Return venue keys and access passes
Check the final settlement with suppliers
2 people
Send visitor thank-you gifts

What to bring

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

Furniture

Stage sectionsqty 6
Beer tablesqty 12
High tablesqty 10
Chairsqty 80
Coat racksqty 4
Clothes hangersqty 180
Bar stoolsqty 6

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Stage monitorsqty 4
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Instrument cablesqty 12
XLR cablesqty 16
Headphonesqty 2
Laptop for playlist
Active USB hub
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Gaffer tapeqty 8

Lighting

LED stage spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
Light controller

Decorations

Bannersqty 6
Balloonsqty 100
Tableclothsqty 22
Stage backdrop
Wayfinding signsqty 8

Tableware

Reusable drinking glassesqty 220
Wine glassesqty 80
Coffee cupsqty 60
Platesqty 180
Cutlery setsqty 180

Kitchen

Coolersqty 6
Coolersqty 3
Storage binsqty 12
Serving traysqty 8
Serving spoonsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Corkscrewsqty 4
Bottle openersqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Thermos flasksqty 6

Catering

Groceries

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mop setsqty 3
Bucketsqty 4
Waste binsqty 12
Waste binsqty 4
Paper towelsqty 12

Safety

First aid kitsqty 2
Flashlightsqty 6
Barrier tapeqty 4
Non-slip matsqty 8

Administration

Wristbandsqty 220
Cloakroom numbersqty 220
Cash floatqty 2
Payment terminalsqty 2
Run sheetsqty 8
Printer paperqty 2
Pensqty 20

Tips

Confirm the performers, contracts and running order before sending invitations. Build the schedule around soundcheck, doors, support acts and the headline set so every supplier receives the same timings.
Draw up the sound and lighting plans early, then check that the equipment matches them. A concert setup may need PA speakers, subwoofers, monitors, microphones, DI boxes, XLR cables, stage lighting and enough power distribution.
Set a firm registration deadline and collect dietary requirements at the same time. Final numbers affect catering, visitor lists, wristbands, seating, beer tables and the quantity of drinks to chill.
Give performers written arrival and transport details at least 7 days before the concert. Share the loading entrance, parking and unloading space, and reserve a clear route for stage sections and technical equipment.
Run a venue check on the day before opening: clean the toilets, clear the loading area, check extension cords and cable trays, and print the schedule. Chill drinks and prepare catering only after the final headcount is known.

Frequently asked questions

How far in advance should I book a live concert venue?: Aim to reserve the venue and date at least 3 to 6 months before the concert. Allow extra time if you need permits, a specific sound setup or a popular performer.
When should I confirm the sound and lighting plan for a live concert?: Have both plans drawn up at least 4 weeks before the event. Confirm the equipment list and power requirements no later than 7 days before load-in.
How long before a live concert should I send final visitor information?: Send the final information 5 to 7 days before the concert. Include arrival time, access instructions, parking, registration details and any wristband or visitor-list procedure.
When should catering and drinks be finalised for a concert?: Close registrations and dietary requirements 7 to 10 days beforehand, then confirm catering quantities. Do the shopping and chill drinks during the final 1 to 2 days, based on the confirmed headcount.

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.