Open-Air Concert Checklist

An open-air concert needs more than a confirmed lineup and a stage. You also need permits, a weather plan, reliable power, toilets, crowd routes, payment systems, and clear instructions for artists and suppliers. This checklist helps you work through the planning in order, from the first site visit to the final briefing. It also highlights details that are often left until the last week, when changing them becomes expensive or impractical.

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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

Check permits
Carry out a site visit
2 people
Check the weather forecast
Record the emergency scenario
2 people
Confirm performers
Finalize the program
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Make reservations
Confirm suppliers
Check the purchase list
2 people
Do the shopping
3 people
Collect materials
3 people
Share artist information
Send directions
Make a parking plan
2 people
Divide up the venue
2 people
Manage audience flow
2 people
Determine bar selection
2 people
Set catering prices
2 people
Test the cash register system
2 people
Print contact list
Prepare briefing
Cordon off the area
4 people
Set up the stage
5 people
Set up sound equipment
4 people
Set up lighting equipment
3 people
Connect power supply
3 people
Set up tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up the bar
3 people
Set up the cash register
2 people
Hang up decorations
3 people
Set up signage
2 people
Check toilets
2 people
Place waste stations
2 people
Prepare snacks
4 people
Chill drinks
3 people
Set up coffee station
2 people
Set out tableware
2 people
Brief volunteers
2 people

Event

Welcome performers
2 people
Open the coat check
2 people
Staff the entrance
3 people
Direct the audience
2 people
Guide to the parking area
2 people
Announce the program
Perform sound check
3 people
Perform a lighting check
2 people
Guide the performances
3 people
Swap performers
4 people
Serve snacks
3 people
Serve drinks
4 people
Refill drinks
3 people
Serve coffee and tea
2 people
Collect waste
2 people
Restock toilets
Monitor crowd safety
2 people
Announce end time
Guide the audience to the exit
3 people

Aftercare

Close the register
2 people
Count remaining stock
2 people
Dismantle the bar
3 people
Take down tents
4 people
Clear tables
3 people
Clear away chairs
3 people
Tear down stage
5 people
Tear down audio equipment
4 people
Take down lighting equipment
3 people
Turn Off Power
2 people
Wash dishes
3 people
Clean the bar
3 people
Clean the grounds
5 people
Dispose of waste
3 people
Clean the restrooms
2 people
Collect lost and found items
2 people
Inventory materials
2 people
Pack materials
3 people
Return borrowed items
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
Foldable tablesqty 8
Chairsqty 150
Bar stoolsqty 12
Coat racksqty 2
Coat racksqty 4
Stage sectionsqty 12
Stage steps
Bar matsqty 3

Equipment

Mixing console
Speakersqty 4
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DIXI toiletsqty 4
Refrigeratorsqty 2
Coolersqty 4
Cash boxesqty 2
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 20

Lighting

LED light barsqty 8
String lightsqty 6
Work lightsqty 4
Flashlightsqty 6

Tableware

Reusable cupsqty 300
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 200
Cutlery setsqty 200
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Storage binsqty 12

Decorations

Buntingqty 8
Stage drapesqty 4
Tableclothsqty 20
Menu boardsqty 4
Directional signsqty 12

Cleaning

Waste binsqty 12
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning cartsqty 2
Cleaning clothsqty 20

Safety

Crowd control barriersqty 20
Barrier tapeqty 6
First aid kitsqty 2
Fire extinguishersqty 4
Vestsqty 12

Other

Cash boxesqty 2
Wristbandsqty 300
Pensqty 20
Clipboardsqty 6
Duct tapeqty 8
Cable tiesqty 200
Umbrellasqty 4

Catering

Groceries

Tips

Visit the venue before finalising the layout. Mark the stage, audience area, bar, catering, toilets, entrances, emergency routes, and cordoned-off zones on one plan.
Build a weather decision point into the schedule at least 48 hours before the concert. Check whether tents, cable protection, lighting, and equipment can still be used safely in the forecast conditions.
Confirm power requirements with the sound and lighting teams before delivery. Mixing consoles, speakers, monitors, refrigerators, lighting, and payment equipment may need separate circuits and protected cable runs.
Send artists and suppliers one information pack at least 7 days before the concert. Include arrival times, parking directions, unloading instructions, soundcheck times, contact numbers, and the final programme.
Test every payment method and count the reusable service items before guests arrive. Check cash boxes, card machines, cups, glasses, coffee cups, and refrigeration rather than discovering shortages during the first set.

Frequently asked questions

How far in advance should I plan an open-air concert?: Start at least 8 to 12 weeks ahead for a small concert, and earlier if permits, multiple suppliers, or a large audience are involved. Confirm artists, the venue, permits, power, toilets, and major equipment first.
When should I check the weather for an open-air concert?: Check the forecast daily during the final week and make the operational decision 48 hours before the event. Recheck it on the morning of the concert before setting up stages, tents, lighting, and electrical equipment.
How many toilets do I need for an open-air concert?: As a starting point, plan roughly 1 toilet for every 50 guests for a short event, then adjust for duration, alcohol service, and local requirements. Confirm the final number with the venue or relevant authority at least 2 weeks beforehand.
When should I send concert information to artists and guests?: Send artist and supplier information at least 7 days before the concert, including directions, parking, arrival times, and contacts. Send guest directions and practical arrival details 3 to 5 days ahead, then repeat key information on the day.

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.