Multimedia Concert Checklist: What to Arrange and When

A multimedia concert combines live performance with playback, presentations, video and coordinated lighting, so preparation has to cover both the show and the technology. Start with the date, venue, budget and performers, then lock down technical requirements before ordering equipment or publishing invitations. In the final weeks, collect every audio and video file, test the playback chain and turn the agreed program into a timed run sheet. This checklist helps you keep production, guests and suppliers on the same schedule.

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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
Book performers
2 people
Gather technical requirements
2 people
Check permits
Check insurance
Set the budget
2 people
Compile program
2 people
Book technical supplier
Book catering
Reserve photographer
Reserve security
Send invitations
2 people
Process registrations
Collect dietary requirements
Send parking information
Develop the run sheet
2 people
Create a contact list
Collect presentations
2 people
Collect video files
2 people
Check visual materials
2 people
Check audio files
2 people
Make backups
2 people
Create technical floor plan
2 people
Create lighting plan
2 people
Place catering order
Do the shopping
3 people
Check the equipment
2 people
Prepare name badges
Print programs
Clear the venue
3 people
Unload equipment
4 people
Set up the stage
4 people
Set up the sound system
3 people
Set up the projection screen
2 people
Set up projectors
2 people
Set up lighting
3 people
Securely finish cables
2 people
Set up chairs
4 people
Set up the reception desk
2 people
Set up the catering area
3 people
Hang up decorations
2 people
Chill drinks
2 people
Set out snacks
3 people
Set up presentations
2 people
Test the equipment
4 people

Event

Welcome performers
2 people
Run the sound check
4 people
Perform visual check
3 people
Brief reception team
2 people
Open the doors
3 people
Register visitors
3 people
Hand out programs
2 people
Manage the cloakroom
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Operate equipment
3 people
Play visual content
2 people
Coordinate stage changes
2 people
Answer audience questions
2 people
Check toilets
Collect waste
2 people
See visitors out
3 people

Aftercare

Switch off equipment
3 people
Clean up catering
3 people
Wash dishes
2 people
Clear away chairs
4 people
Remove decorations
2 people
Dismantle technical equipment
4 people
Roll up cables
2 people
Clean the venue
4 people
Dispose of waste
2 people
Collect lost and found items
Inventory materials
2 people
Return equipment
3 people
Return empty packaging
Collect supplier invoices
Send thank-you message

What to bring

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

Furniture

Chairsqty 120
High tablesqty 10
Tablesqty 8
Stage sectionsqty 8
Coat racksqty 3
Clothes hangersqty 150
Bollardsqty 8
Dressing room tablesqty 3

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Laptop for playbackqty 2
USB backup drivesqty 2
HDMI splittersqty 2
HDMI cablesqty 8
Audio cablesqty 20
XLR cablesqty 20
Extension cordsqty 12
Power stripsqty 10
DI and cable bagsqty 6
Laptop standsqty 2
Projectorsqty 2
Projection screensqty 2
Projector mountsqty 2
Media playersqty 2
Presentation clickerqty 2
Ethernet cablesqty 6
Gaffer tapeqty 8
Cable matsqty 12
Cable tiesqty 100
Tool casesqty 2
Flashlightsqty 4

Lighting

LED stage spotlightsqty 8
Effect lightsqty 4
Light standsqty 4
Light controller
Spare bulbsqty 6

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving plattersqty 12
Serving utensilsqty 12
Thermos flasksqty 6
Drink dispensersqty 4

Decorations

Stage drapesqty 4
Decorative clothsqty 8
Welcome sign
Direction signsqty 12
Adhesive hooksqty 30
Name badge holdersqty 20

Cleaning

Broom and dustpanqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the venue’s power supply, stage dimensions and connection options before booking the technical supplier. A floor plan should show PA speakers, subwoofers, monitors, microphones, HDMI connections and lighting positions.
Set a firm deadline for presentations, video files and audio files, ideally 7–10 days before the concert. Test every file on the playback laptop and keep at least two USB backups.
Build the run sheet with exact timings for doors, changeovers, video playback, speeches and the finale. Share one contact list with performers, the venue, catering, security and the technical lead no later than 3 days before the event.
Check permits and insurance as soon as the date and location are confirmed; some approvals can take several weeks. Do not wait until invitations have been sent to discover that the venue or program needs additional cover.
Order catering only after collecting dietary requirements and confirming the guest count. Allow at least 10–14 days for the final order, and make sure the event-day team knows when food and drinks can be served without interrupting the performance.

Frequently asked questions

How far in advance should I plan a multimedia concert?: Start at least 8–12 weeks before the concert. Use the first 2 weeks for the venue, date, budget and performers, then reserve technical, catering, photography and security support.
When should I send multimedia files to the technical team?: Send the final audio, video and presentation files 7–10 days before the event. Keep two backups and schedule a complete playback test before the show day.
What technical equipment does a multimedia concert need?: A typical setup includes PA speakers, subwoofers, a mixing console, microphones, monitor speakers, a playback laptop, HDMI splitters and cables, plus stage lighting. Confirm quantities and connections from the performers’ technical requirements before ordering.
When should the run sheet be finished?: Complete the first version 7 days before the concert and issue the final version 2–3 days before it. Include timings for doors, performances, file playback, changeovers, catering and emergency contacts.

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