Open-Air Concert Checklist

Planning an open-air concert means coordinating artists, audience areas, technical production, catering and safety before the first note plays. This checklist covers 58 practical tasks and 52 items, from confirming the venue and permits to installing speakers, lighting and cable mats. It also helps you time weather checks, registrations, dietary requirements and the final shopping run. Use it to see what needs booking early and what can wait until setup day.

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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

Confirm date and location
2 people
Check permits
2 people
Book performers
2 people
Reserve equipment
2 people
Book catering
Reserve security
Arrange first aid
Inform nearby residents
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program
2 people
Check the weather forecast
Align emergency plan
3 people
Divide up the venue
2 people
Confirm artist schedule
2 people
Check the technical rider
2 people
Finalize shopping list
2 people
Do the shopping
3 people
Chill drinks
3 people
Set up the stage
5 people
Install sound system
4 people
Set up lighting
3 people
Connect power supply
3 people
Cordon off the audience area
3 people
Set up tables and chairs
4 people
Set up catering stand
3 people
Set up artist room
2 people
Mark the access route
2 people
Hang up decorations
3 people
Place program signs
2 people
Set up instruments
3 people
Prepare catering
4 people
Brief volunteers
2 people
Perform sound check
4 people
Perform a lighting check
3 people

Event

Welcome performers
2 people
Welcome the audience
4 people
Open the program
Guide the performances
3 people
Serve catering
4 people
Refill drinks
2 people
Keep the audience area clean
2 people
Empty trash bins
2 people
Artist support
2 people
Announce breaks
Host the final performance
3 people
Ensure the audience leaves safely
4 people

Aftercare

Close catering
3 people
Switch off equipment
3 people
Dismantle stage and technical equipment
5 people
Clear away furniture
4 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Sort inventory
2 people
Return materials
3 people
Process lost and found items

What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Party tentsqty 4
High tablesqty 12
Beer tablesqty 8
Benchesqty 12
Chairsqty 80
Artist tablesqty 4
Clothes racksqty 2

Equipment

Mixer
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Speaker cablesqty 8
Audio cablesqty 16
Extension cordsqty 12
Power stripsqty 8
Power generator
Cable matsqty 20
Stage Carpet

Lighting

LED stage lightsqty 8
Light standsqty 4
Mood lightingqty 12
Battery lanternsqty 8

Tableware

Reusable cupsqty 300
Wine glassesqty 60
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 80
Serving traysqty 12

Kitchen

Coolersqty 8
Ice containersqty 4
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8

Decorations

Stage drapesqty 4
Buntingqty 10
Program boardsqty 4
Directional signsqty 10

Cleaning

Waste binsqty 12
Trash bag holdersqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Confirm the date and location before booking performers or equipment. Check permits and inform nearby residents early, since approvals and notifications can take longer than the production schedule.
Build the technical plan around the artists’ technical rider. Confirm microphones, DI boxes, monitors, mixer channels, speakers, subwoofers and cable lengths before reserving the sound system.
Treat power as a production task, not an afterthought. Map extension cords, power strips and cable mats, and confirm whether the venue supply is sufficient or a generator is needed before setup day.
Set a firm deadline for registrations and dietary requirements. Use the final numbers to complete the catering order, shopping list and seating plan instead of estimating on the concert day.
Check the weather forecast at least 72 hours before the concert and again on the morning itself. This gives you time to position party tents, protect equipment and align the emergency plan if conditions change.

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. Confirm the date, location, permits, performers, equipment, catering, security and first aid first, then open registrations and publish the program.
When should I check the weather for an open-air concert?: Make the first detailed check 72 hours before the event and repeat it on the morning of the concert. Use both checks to decide on tents, equipment protection, audience-area arrangements and emergency measures.
How much sound equipment does an open-air concert need?: The exact amount depends on audience size and the technical rider, but the plan should account for a mixer, speakers, subwoofers, stage monitors, microphones, stands, DI boxes and spare cables. Confirm the rider before booking equipment, ideally 2 to 4 weeks ahead.
When should I set up the stage and sound system?: Allow at least 4 to 6 hours for stage, power, sound, lighting and audience-area setup, followed by a full soundcheck. Confirm the artist schedule beforehand so every performer has a defined soundcheck slot.

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.