Night concert checklist

A night concert needs more than a stage and a sound system. This checklist takes you from invitations and registrations to the final cable check before the audience arrives. Plan artist information, dietary requirements and technical needs early, then leave enough time for deliveries, room setup and a proper sound check. It also covers the details that are easy to miss, such as spare batteries, artist-room supplies, safe cable routes and chilled drinks.

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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

Send invitations
2 people
Open registrations
Process reservations
Collect dietary requirements
Update visitor list
Finalize the program
2 people
Collect artist information
Check technical requirements
2 people
Send audience information
Check the shopping list
Do the shopping
2 people
Gather equipment
2 people
Chill drinks
2 people
Check the venue
2 people
Receive deliveries
2 people
Clear the audience area
3 people
Set up tables and chairs
4 people
Set up artist room
2 people
Set up sound equipment
4 people
Connect microphones
2 people
Hang lighting
3 people
Tape down cables securely
2 people
Hang up decorations
2 people
Set up bar and buffet
3 people
Prepare snacks
3 people
Set up the cash register and reception desk
2 people
Restock the toilets
Perform sound check
3 people
Perform lighting test
2 people
Briefing for reception team
4 people

Event

Open the doors
3 people
Welcome visitors
3 people
Check reservations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Guide the performances
2 people
Manage lighting during the concert
Keep the audience area clean
2 people
Announce the final round
Guide visitors to the exit
3 people

Aftercare

Switch off equipment
2 people
Chill leftover food
2 people
Collect tableware
3 people
Collect waste
3 people
Put furniture back
4 people
Clean the venue
3 people
Dismantle equipment
4 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Chairsqty 80
Foldable tablesqty 8
Bar stoolsqty 6
Coat racksqty 2
Bollardsqty 6

Tableware

Water glassesqty 120
Wine glassesqty 80
Coffee cupsqty 60
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 80

Equipment

Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 4
XLR cablesqty 12
Instrument cablesqty 8
Headphonesqty 2
Music standsqty 4
Spare batteriesqty 12
Power stripsqty 8
Extension cordsqty 10
Cable traysqty 8

Lighting

LED spotlightsqty 8
Light standsqty 4
Atmosphere lightsqty 12
Flashlightsqty 4

Decorations

Tableclothsqty 8
Stage drapesqty 4
Buntingqty 10
Menu boardsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Ice and cooler binsqty 4
Serving traysqty 8
Serving spoonsqty 8
Cutting boardsqty 3
Chef's knifeqty 3
Small bowlsqty 16
Thermos flasksqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 12

Catering

Groceries

Tips

Close registrations and update the visitor list before finalising seating, catering quantities and audience information. Allow at least 2–3 days to process late reservations and dietary requirements.
Collect each artist’s input before the technical setup: required microphones, DI boxes, instrument cables, music stands, headphones and any special lighting needs. Send the final programme and arrival details before the event day.
Schedule deliveries and shopping early enough to chill drinks for several hours. Check glasses, plates, cutlery, coffee cups and serving supplies against the expected audience before setup begins.
Set up the sound system before decorations and buffet items, then connect microphones and test every input. Keep spare batteries, power strips, extension cords and a flashlight accessible rather than packed away.
Tape down or cover every cable crossing before doors open, including routes to active speakers and lighting stands. Walk through the audience area once from a visitor’s perspective and remove trip hazards, blocked aisles and unstable furniture.

Frequently asked questions

How early should I start planning a night concert?: Start at least 4–6 weeks before the concert if you need registrations, artist information and technical coordination. Finalise the programme, visitor list and audience instructions during the last 7 days.
When should the sound check happen at a night concert?: Allow 60–90 minutes for the sound setup and sound check, depending on the number of artists and inputs. Finish it before guests enter and leave time afterward to fix cable or microphone problems.
How many drinks should I buy for a night concert?: For the first hour, plan on 2–3 drinks per person, then about 1 drink per person per hour. Add water for the audience and artists, and chill drinks several hours before doors open.
What do people often forget for a night concert?: Commonly missed items are spare batteries, extension cords, DI boxes, microphone stands, artist-room supplies and a flashlight. Check these at least 24 hours before the event and keep them available during setup.

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.