Open-Air Concert Checklist

An open-air concert needs more than a booked band and a stage. You must coordinate permits, sound, power, seating, catering, guest registrations and a workable weather backup. This checklist covers the full run-up to the event, from reserving the venue to checking deliveries and setting up the site. Use it to keep technical suppliers, musicians, caterers and visitors working from 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

Reserve venue
Check the permit
Confirm musicians
Reserve equipment
Arrange catering
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program
Check the weather forecast
Confirm backup weather plan
2 people
Send visitor information
Confirm deliveries
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare food
4 people
Pick up the equipment
2 people
Inspect the site
2 people
Receive deliveries
3 people
Set up the stage
5 people
Set up the tents
4 people
Set up tables
3 people
Set up chairs
4 people
Put up barriers
3 people
Install lighting
3 people
Connect the sound system
4 people
Set up microphones
2 people
Distribute power
2 people
Secure cables
3 people
Hang up decorations
3 people
Place menu boards
2 people
Set up the bar
3 people
Set up the buffet
4 people
Set out tableware
2 people
Set out snacks
3 people
Fill coolers
2 people
Check toilets
2 people
Place waste stations
2 people
Prepare first aid supplies

Event

Welcome performers
2 people
Run the sound check
4 people
Open the public entrance
3 people
Welcome visitors
3 people
Hand out wristbands
2 people
Give parking information
2 people
Open performance
Serve drinks
4 people
Serve snacks
4 people
Restock the buffet
3 people
Refill drinks
2 people
Empty waste stations
2 people
Restock toilets
Monitor crowd flow
2 people
Operate light settings
Assist performers
Announce the final act
Guide the audience to the exit
3 people

Aftercare

Close the bar
3 people
Cover food
2 people
Collect tableware
3 people
Collect waste
4 people
Clean the grounds
4 people
Dismantle the stage
5 people
Take down the sound system
4 people
Dismantle lighting
3 people
Take down tents
4 people
Collect furniture
4 people
Wash dishes
3 people
Clean the bar and kitchen
3 people
Inventory materials
2 people
Return equipment
2 people
Remove empty packaging
2 people
Collect lost and found items
Hand over the venue
2 people
Handle the deposit and materials

What to bring

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

Furniture

Stage sections
Stage steps
Party tentsqty 4
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 120
Bar stoolsqty 12
Bar matsqty 4
Clothes racksqty 2
Storage cratesqty 12

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
XLR cablesqty 12
Instrument cablesqty 10
Cable reelsqty 6
Extension cordsqty 12
Cable traysqty 20
Generator
Spare batteriesqty 24

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Work lightsqty 4
Flashlightsqty 8

Decorations

Stage backdrop
Buntingqty 10
Balloon archesqty 2
Menu boardsqty 6
Directional signsqty 8
Tableclothsqty 20

Tableware

Reusable cupsqty 250
Wine glassesqty 60
Platesqty 180
Bowlsqty 100
Cutlery setsqty 180
Serving spoonsqty 12

Kitchen

Coolersqty 8
Ice containersqty 6
Food warmersqty 6
Induction platesqty 2
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 6
Chef's knivesqty 4
Serving plattersqty 20
Pouring jugsqty 8
Thermos flasksqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Crowd control barriersqty 20
Traffic conesqty 12
Cable warning signsqty 8
Safety vestsqty 12

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broomqty 4
Trash binsqty 4
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Microfiber clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 6
Towel dispensersqty 6
Hand sanitizer pumpsqty 8

Catering

Groceries

Tips

Check the venue, permit requirements and backup weather plan before sending invitations. Guests need clear information about access, timing and what happens if the concert moves or is postponed.
Confirm the technical package in writing at least several days before the event. Count microphones, stands, DI boxes, XLR cables, power leads, cable reels, monitors and speakers rather than assuming the supplier has everything.
Plan power and cable routes before the stage is built. Keep extension cords and cable reels away from walking routes, protect crossings with cable trays, and test the aggregate before the first performance.
Set a firm deadline for registrations and dietary requirements. Use the final headcount to confirm catering, tables, chairs, bar stools, drinks and the number of tents needed for the audience and crew.
Build in a site inspection before setup day and a delivery check when equipment arrives. Stage sections, podium stairs, tents, lighting stands and backdrop pieces are difficult to replace once visitors are on site.

Frequently asked questions

How far in advance should I organise an open-air concert?: Start venue, permit and musician arrangements several months ahead, especially if the date is fixed. Confirm catering, technical equipment and the weather backup plan at least several weeks before the concert.
What should I arrange first for an open-air concert?: Reserve the venue first, then check permits and confirm the musicians. After that, book the technical equipment, catering and any furniture before inviting guests.
How much sound equipment does an open-air concert need?: The exact amount depends on the audience and site, but plan the complete signal chain: PA speakers, subwoofers, mixing console, microphones, stands, DI boxes, monitors and the required cables. Add spare batteries and test every connection before doors open.
When should I check the weather for an open-air concert?: Review the forecast several days before the event and make a final check on the morning itself. Confirm the backup weather plan early enough to notify visitors and suppliers before setup begins.

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.