Live stream concert checklist

A live stream concert needs two plans running together: the audience experience and the technical production. Start by locking the date, performers and programme, then work backwards from the broadcast to arrange the venue, platform, registrations and catering. The last 24 hours are for testing the internet, cameras, microphones, lighting and cables—not for solving basic setup decisions. This checklist keeps the production moving from first booking to final soundcheck.

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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

Set the date and program
2 people
Reserve venue
Confirm performers
Gather technical requirements
2 people
Reserve livestream platform
Send invitations
2 people
Process registrations
Collect dietary requirements
Order catering
Develop the run sheet
2 people
Create technical floor plan
2 people
Send artist information
Publish livestream page
Fully test technical setup
3 people
Check internet connection
2 people
Check the shopping list
Do the shopping
2 people
Set up equipment
2 people
Clean the venue
2 people
Set up workstations
3 people
Set up the stage area
3 people
Set up cameras
2 people
Set up microphones
2 people
Set up lighting
2 people
Securely tuck away cables
2 people
Connect the technical equipment
3 people
Set up catering
2 people
Hang decorations
2 people

Event

Welcome performers
2 people
Run the sound check
4 people
Check the camera footage
2 people
Test livestream connection
2 people
Welcome the audience online
2 people
Host the concert
Direct audio and video
3 people
Assist performers
2 people
Refill drinks
Serve snacks
2 people
Moderate chat and questions
2 people
End the livestream
2 people

Aftercare

Switch off equipment
3 people
Wash dishes
2 people
Collect waste
2 people
Clean up the venue
4 people
Clean the venue
2 people
Pack equipment
3 people
Return equipment
2 people
Store recording safely
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 12
Bar stoolsqty 4
Clothes racksqty 2
Cable traysqty 12
Stage sectionsqty 4

Equipment

Camerasqty 3
Camera tripodsqty 3
Video mixer
Audio mixer
Audio interface
Laptopqty 2
Monitorsqty 3
Headphonesqty 4
Microphone standsqty 6
Vocal microphonesqty 4
Instrument microphonesqty 4
DI boxesqty 3
Speakersqty 2
Musical instrumentsqty 3
Cable reelsqty 4
Extension cordsqty 8
HDMI cablesqty 5
XLR cablesqty 12
Network cablesqty 4
USB cablesqty 6
Spare batteriesqty 12

Lighting

LED spotlightsqty 6
Light standsqty 2
Light filtersqty 6
Work lightsqty 3

Decorations

Backdrop cloth
Mood lightingqty 4
Plantsqty 6

Tableware

Glassesqty 40
Coffee cupsqty 20
Platesqty 40
Cutlery setsqty 40

Kitchen

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 4
Thermos flasksqty 4
Ice packsqty 12

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broomsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Reserve the livestream platform early and publish the viewing page only after the programme, registration process and access details are confirmed. Allow at least 24 hours to test the exact link viewers will use.
Ask performers for their technical requirements before drawing the floor plan. Confirm microphone types, instrument inputs, DI boxes, monitor needs and camera sightlines before equipment is placed.
Build the run sheet with timed changeovers, introductions and contingency space. Leave at least 10 minutes between major programme sections so a cable or audio issue does not affect the next performance.
Test the complete signal chain before the event day: microphones to audio mixer, audio to the video mixer, cameras to the video mixer, and the final feed to the livestream platform. Repeat the test after the equipment is set up in the venue.
Do the cable and power check before guests or performers arrive. Keep extension cords, HDMI, XLR, USB and network cables secured in cable trays or tucked safely away, and keep spare batteries and work lights accessible.

Frequently asked questions

How far in advance should I plan a live stream concert?: Start at least 6–8 weeks before the concert. Book the venue and performers first, then allow 2–3 weeks for technical planning, invitations, registrations and platform setup.
When should I test the internet for a live stream concert?: Check the venue connection during planning and run a full technical test at least 7 days before the event. Repeat it on the event day, preferably 3–4 hours before going live.
How many cameras do I need for a live stream concert?: Plan for at least 2 cameras for a basic concert stream: one stable wide shot and one closer performance shot. Add more only when the video mixer, operators and floor space can support them.
How early should performers arrive for a live stream concert?: Ask performers to arrive at least 2 hours before the broadcast. This leaves time for stage setup, microphone checks, lighting adjustments, camera framing and a complete soundcheck.

Start this plan in Lizzt

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