Open-Air Concert Checklist

An open-air concert depends on more than booking performers and putting up a stage. You need permits, a noise notification, reliable power, weather cover and a clear schedule before guests arrive. This checklist takes you from venue and supplier bookings through registrations, deliveries, soundcheck and the final site inspection. Use it to assign responsibilities early, especially for equipment, catering, volunteers and the run sheet.

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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
Apply for event permit
Submit noise notification
Confirm performers
Schedule performances
2 people
Reserve equipment
Book catering
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program
Assign volunteers
2 people
Check the weather forecast
Confirm deliveries
Print the run sheet
Make crew badges
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Inspect venue
2 people
Receive deliveries
3 people
Set up the stage
6 people
Set up the sound system
4 people
Install lighting
3 people
Connect power supply
3 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up the catering area
3 people
Set up the bar
3 people
Mark the access route
2 people
Place waste stations
2 people
Hang up decorations
3 people
Set up artist rooms
2 people
Prepare catering
4 people
Perform the technical sound check
4 people
Welcome performers
2 people
Hang up program and times
2 people
Check site safety
2 people

Event

Open the public entrance
3 people
Welcome visitors
3 people
Announce the program
Support the first performance
3 people
Open bar
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Answer audience questions
2 people
Swap performances
4 people
Assist performers
2 people
Handle the technical setup during the concert
3 people
Manage lighting during the concert
2 people
Keep first aid supplies available
Empty trash bins
2 people
Support the final performance
3 people
See visitors out
3 people

Aftercare

Close the bar
3 people
Turn off the sound system
3 people
Securely close off the stage
2 people
Chill food
2 people
Collect waste
4 people
Clean the grounds
4 people
Dismantle furniture
4 people
Dismantle technical equipment
4 people
Remove decorations
3 people
Wash dishes
3 people
Hand over the venue
2 people
Return materials
2 people
Clear away leftover stock
2 people
Register lost and found items
Process invoices and cash float
2 people

What to bring

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

Furniture

Party tentsqty 3
Stage sectionsqty 12
Stage steps
Tablesqty 10
Folding chairsqty 120
Bar stoolsqty 8
Bar matsqty 2
Artist benchesqty 4
Clothes racksqty 2

Equipment

Mixing console
PA speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Instrument cablesqty 12
Multi-cablesqty 2
Headphonesqty 2
Stage canopy
Extension cordsqty 10
Cable traysqty 12
Power stripsqty 8
Power splittersqty 3

Lighting

LED stage lightsqty 8
Atmosphere lightsqty 12
Work lightsqty 4
Light standsqty 4

Tableware

Reusable drinking glassesqty 180
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 60
Serving traysqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef and serving tongsqty 8
Measuring cupsqty 2

Decorations

Buntingqty 8
Stage drapesqty 4
Program boardsqty 4
Directional signsqty 8
Table runnersqty 10
Cable tiesqty 100

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Crowd control barriersqty 12
Warning signsqty 8
Work glovesqty 12

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broom setsqty 3
Mop setsqty 2
Cleaning bucketsqty 4
Hand sanitizer bottlesqty 4

Registration

Clipboardsqty 4
Pensqty 30
Crew badgesqty 30
Cash box
Wristbandsqty 200

Catering

Groceries

Tips

Start permits and noise notifications before confirming the public program. Allow several weeks for approval, and check whether the venue, operating hours and planned sound levels meet local requirements.
Build the technical plan around power, not just the stage. Confirm the load for the PA, mixing console, monitors, microphones, lighting and catering equipment, then prepare extension cords, cable trays and power splitters before delivery day.
Set a firm deadline for performer information and dietary requirements. Collect stage plots, input lists and meal needs at least 7 days before the concert so the sound team and caterer can prepare without last-minute changes.
Treat weather as a setup decision, not only a forecast check. Decide by the previous day whether party tents, a stage canopy, extra work lights or changes to the audience layout are needed, and tell volunteers who makes the final call.
Print the run sheet and make crew badges before the site opens. Keep one copy at the sound position, one backstage and one with the event lead; confirm deliveries, stage setup, lighting and power before doors open.

Frequently asked questions

How far in advance should I plan an open-air concert?: Start planning at least 8 to 12 weeks ahead. Use the first weeks for the venue, permit, noise notification, performers and equipment; keep the final 7 days for confirmations, weather planning and printing the run sheet.
When should I apply for an open-air concert permit?: Apply as soon as the venue and date are realistic, preferably 8 weeks before the event. Permit processing times vary, so do not publish the final program or rely on attendance plans until you know which approvals are required.
How much sound and power equipment does an outdoor concert need?: The amount depends on audience size, stage dimensions and the performers’ input lists. Confirm the PA speakers, subwoofers, monitors, microphones, mixing console and power load at least 2 weeks before setup, then test every connection during soundcheck.
When should I check the weather for an open-air concert?: Check the forecast 7 days before the event and again 24 hours before opening. Make the cover, lighting and layout decision no later than the previous day, and brief volunteers before they begin 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.