Open-air concert checklist

An open-air concert needs more than a stage and a booked band. This checklist takes you from choosing the date and venue to the final soundcheck, with permits, toilets, security, power, weather cover and guest information included. Start the administrative work early, then lock in suppliers and performers before building the crew schedule. In the final week, confirm deliveries, refrigerate drinks and check every cable, microphone, light and barrier against the plan.

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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
Apply for permits
Booking performers
Reserve audio equipment
Reserve stage
Reserve security
Arrange first aid
Reserve toilets
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Publish the program
Check the weather forecast
Confirm backup weather plan
2 people
Send artist information
Create the crew schedule
Confirm deliveries
Check the shopping list
2 people
Do the shopping
3 people
Store drinks refrigerated
2 people
Mark off the venue
3 people
Set up the stage
6 people
Set up the sound system
4 people
Set up lighting
3 people
Connect power supply
3 people
Set up the tents
4 people
Set up tables
3 people
Set up chairs
4 people
Set up the drink service area
3 people
Set up the catering buffet
3 people
Check toilets
2 people
Place waste stations
2 people
Hang decorations
3 people
Welcome performers
2 people
Set up artist catering
2 people
Perform sound check
4 people
Perform lighting test
3 people
Conduct a safety check
3 people
Test the cash register and payment terminal
2 people
Brief volunteers
2 people

Event

Open the public entrance
4 people
Welcome visitors
4 people
Explain the program and route
2 people
Serve snacks
4 people
Serve drinks
4 people
Refill drinks
3 people
Restock buffet supplies
2 people
Keep the audience area clean
3 people
Empty trash bins
2 people
Check toilets
2 people
Assist performers
2 people
Announce performances
Monitor crowd safety
4 people
Staff first aid point
2 people
Check the sound level
Operate lighting
2 people
Support the final performance
3 people
Guide the audience to the exit
4 people
Close out drink sales
2 people

Aftercare

Switch off equipment
3 people
Clear the site
5 people
Collect waste
4 people
Wash dishes
3 people
Catering breakdown
3 people
Clean the venue
5 people
Have the stage dismantled
6 people
Dismantle the sound equipment
4 people
Have lighting equipment dismantled
3 people
Take down tents and furniture
5 people
Sort materials
3 people
Return materials
2 people

What to bring

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

Furniture

Party tentsqty 4
Beer tablesqty 10
Foldable tablesqty 8
Folding chairsqty 150
Bar stoolsqty 12
Waste binsqty 12
Crowd barriersqty 30
Coat racksqty 2

Equipment

Stage
Stage stepsqty 2
Front speakersqty 4
Subwoofersqty 2
Monitor speakersqty 4
Mixing console
Wireless microphonesqty 4
Wired microphonesqty 4
Microphone standsqty 8
DI boxesqty 4
XLR cablesqty 16
Jack cablesqty 10
Cable reelsqty 8
Power stripsqty 12
Cable matsqty 20
Spare batteriesqty 24

Lighting

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

Tableware

Reusable drinking cupsqty 400
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 250
Forksqty 250
Knivesqty 250
Spoonsqty 150
Serving traysqty 12
Scissorsqty 4

Kitchen

Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Pliersqty 8
Serving spoonsqty 8
Food containersqty 20

Decorations

Stage drapesqty 4
Buntingqty 12
Balloonsqty 150
Tableclothsqty 18
Program boardsqty 6
Directional signsqty 12
Wristbandsqty 350
Name stickersqty 100

Cleaning

Vacuum cleaner
Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Mopsqty 6
Toilet brushesqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Start permits and venue arrangements several weeks before the concert, then confirm the date, location and backup weather plan in writing. Outdoor events can depend on noise limits, public access and weather conditions.
Book the stage, audio equipment, lighting, toilets and security as one coordinated production plan. Ask for delivery and collection times so the stage, speakers, mixing console and power supply can be installed in the right order.
Plan power on paper before anything arrives. Count cable reels, power strips and cable mats, keep XLR and jack cables separated from walkways, and test microphones, DI boxes, monitors and front speakers during setup.
Publish the program only after performer details and running times are confirmed. Send artists their arrival time, stage information and contact person, while the crew schedule should show who handles soundcheck, lighting, deliveries and guest support.
Do the final weather and supply check 24 to 48 hours before opening. Mark off the venue, position barriers and waste bins, check refrigerated drinks, put out work lights and flashlights, and keep spare batteries available before the audience arrives.

Frequently asked questions

How far in advance should I plan an open-air concert?: Start the date, venue and permit process at least 8 to 12 weeks ahead. Book performers, stage, sound, toilets, security and first aid as soon as the date is confirmed, then use the final 2 weeks for guest information and production checks.
How many toilets do I need for an open-air concert?: A practical starting point is 1 toilet per 50 guests for a short concert, with extra capacity if alcohol is served or the event lasts more than 4 hours. Confirm the number and servicing requirements with your venue or local authority before booking.
When should the stage and sound system be set up?: Allow at least 4 to 6 hours for stage, sound, lighting and power setup, followed by a full soundcheck. Schedule deliveries early enough that cables, barriers and lighting are secured before performers arrive.
What should I do if it rains during an open-air concert?: Confirm a backup weather plan at least 1 week before the event and make the decision deadline clear to guests, artists and crew. Party tents, covered equipment areas, cable mats and safe power connections should be ready before rain starts.

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.