Musical concert checklist and planning timeline

A musical concert needs more than confirmed performers and a venue. You also need enough rehearsal time, a workable stage layout, reliable sound and lighting, and clear guest information. This checklist covers the full process, from setting the date and repertoire to checking registrations, preparing dressing rooms and chilling drinks. Use it to see what must be arranged early and what can wait until the final days before the concert.

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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
Confirm performers
2 people
Reserve venue
2 people
Check permits
Check insurance
Set the budget
2 people
Draw up artist contracts
Compile the repertoire
3 people
Plan rehearsals
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Reserve equipment
2 people
Gather music files
2 people
Create the set design
2 people
Design program leaflets
Print program leaflets
Check visitor list
Make name badges
2 people
Check the shopping list
2 people
Do the shopping
3 people
Pick up the equipment
2 people
Chill drinks
2 people
Prepare snacks
3 people
Sort decorations
2 people

Event

Open venue
2 people
Check floor and entrance
2 people
Set up the stage
4 people
Set up chairs
4 people
Set up tables
3 people
Set up the cloakroom
2 people
Hang up decorations
3 people
Set up lighting
2 people
Connect the sound system
3 people
Set up instruments
3 people
Test microphones
2 people
Test lighting settings
2 people
Test music files
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Display snacks
2 people
Lay out program brochures
2 people
Give technical briefing
4 people
Welcome performers
2 people
Run the sound check
5 people
Open the doors
3 people
Welcome visitors
4 people
Check tickets
2 people
Manage the cloakroom
2 people
Serve drinks
3 people
Host the concert
Perform the first concert section
8 people
Replenish break catering
3 people
Refill drinks
2 people
Perform the second concert set
8 people
Assist performers
2 people
Wave goodbye to visitors
3 people
Manage coat check
2 people
Switch off equipment
2 people
Clear catering
3 people
Collect waste
3 people

Aftercare

Dismantle the stage
4 people
Pack audio equipment
3 people
Pack lighting equipment
2 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Remove decorations
2 people
Collect lost and found items
Lock up the venue
2 people
Return equipment
2 people
Clear away leftover materials
2 people
Process artist payments
Handle the deposit and keys

What to bring

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

Furniture

Chairsqty 100
Tablesqty 8
High tablesqty 4
Coat racksqty 2
Dressing room tablesqty 3
Changing room chairsqty 12

Equipment

Stage sectionsqty 12
Stage stepsqty 2
Stage skirt
Mixing console
Speakersqty 4
Monitor speakersqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 8
Cable matsqty 12
Laptop with playlist

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller

Tableware

Water glassesqty 110
Coffee cupsqty 80
Dessert platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 4
Serving plattersqty 12
Serving tongsqty 6
Corkscrewqty 2
Bottle openersqty 3

Decorations

Backdrop cloth
Stage decoration
Tableclothsqty 8
Flower arrangementsqty 8
Welcome sign
Directional signsqty 6

Cleaning

Vacuum cleaner
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Confirm the venue before finalising the date and programme. Check its capacity, access times, stage dimensions, dressing-room facilities and any permit or insurance requirements before signing artist contracts.
Build the technical plan around the actual programme. Allow time to test the mixing console, speakers, monitor speakers, microphones, DI boxes and cable runs, including cable mats where guests or performers may cross.
Schedule rehearsals with enough time for a full run-through. Collect the music files, confirm the running order and test any laptop playlist before the concert day rather than during audience arrival.
Print programme folders and prepare name badges only after the visitor list and performer details are checked. Keep a small buffer for late registrations, dietary updates and spelling corrections.
Plan the final setup by working backwards from doors opening. Stage sections, steps, skirt, lighting stands, chairs, tables, catering items and cold drinks should each have an assigned setup time and responsible person.

Frequently asked questions

How far in advance should I organise a musical concert?: Start at least 8 to 12 weeks before the concert. Use the first weeks for the date, venue, artists, budget, contracts and permits, then leave the final 2 weeks for registrations, printing and technical checks.
How many rehearsals does a musical concert need?: Plan at least 2 structured rehearsals, including one complete run-through. Schedule the final full rehearsal no later than 1 to 3 days before the concert so there is time to fix repertoire, sound or timing issues.
When should I book sound and lighting equipment?: Reserve the technical equipment as soon as the venue and programme are confirmed, preferably 4 to 6 weeks in advance. Confirm the equipment list again 7 days before the concert and arrange collection or delivery times.
When should I send invitations for a musical concert?: Send invitations 3 to 4 weeks before the event and set a registration deadline about 7 days before the concert. This gives you time to process the visitor list, collect dietary requirements, order catering and print programme folders.

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.