Open-Air Concert Planning Checklist

An open-air concert depends on more than booking artists and putting up a stage. You need to confirm the site, permits, power, sound, lighting, toilets, safety cover, access routes, and weather plan in the right order. Start technical coordination early, then lock the visitor information and catering details once registrations are clear. This checklist helps you track the practical jobs and equipment needed for a smooth concert 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
Book artists
Confirm performances and times
Reserve Sound System
Reserve stage
Reserve lighting
Check power supply
2 people
Arrange security and supervision
Reserve first aid supplies
Check toilets
Send invitations
2 people
Process registrations
Collect dietary requirements
Gather artist information
Publish the program
Monitor the weather forecast
Send visitor information
Finalize the shopping list
2 people
Order food and drinks
Order decorations
Develop the stage plan
2 people
Coordinate technical requirements
2 people
Make crew planning
Determine route and parking flow
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Sort wristbands and tickets
2 people
Bring materials to the venue
4 people
Set up the stage
5 people
Set up the sound system
4 people
Set up lighting
3 people
Lay out power cables safely
3 people
Set up tables and chairs
4 people
Set up bar and buffet
3 people
Hang decorations
3 people
Set up entrance and wayfinding signs
2 people
Place waste stations
2 people
Set out snacks and drinks
3 people
Perform the technical sound check
4 people
Welcome performers
2 people
Set up the artists' dressing room
2 people
Give volunteer briefing
2 people

Event

Open the entrance
3 people
Check tickets
3 people
Welcome visitors
2 people
Support the first performance
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Support the second performance
2 people
Announce the break program
Guide the third performance
2 people
Turn on the lights
2 people
Monitor crowd flow
2 people
Support the main performance
3 people
Support the final performance
2 people
Announce the final order
See the audience out
3 people

Aftercare

Close the bar
3 people
Store food safely
2 people
Turn off the sound equipment
3 people
Switch off lighting equipment
2 people
Collect tableware
3 people
Collect waste
3 people
Clean the grounds
4 people
Dismantle furniture
4 people
Dismantle the stage
5 people
Pack equipment
4 people
Return materials
3 people
Wash dishes
2 people
Clean coolers
2 people
Count remaining stock
Collect lost and found items
Take waste to the collection point
2 people
Return rented materials
2 people

What to bring

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

Furniture

Stage
Party tentsqty 3
Beer tablesqty 12
Folding chairsqty 80
Bar stoolsqty 8
Bar matsqty 2
Clothes racksqty 2
Coolersqty 6

Equipment

PA system
Mixing console
Stage speakersqty 4
Stage monitorsqty 3
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Instrument cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Power splitterqty 2
Spare batteriesqty 24

Lighting

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

Tableware

Reusable cupsqty 250
Wine glassesqty 40
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef and serving knivesqty 8
Small bowlsqty 16
Tongs and serving spoonsqty 12
Food warmersqty 4

Decorations

Banner flagsqty 4
Stage drapesqty 4
Tableclothsqty 12
Program boardsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Crowd control barriersqty 12
Reflective vestsqty 10

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 30
Waste binsqty 12

Catering

Groceries

Tips

Confirm the date and location before booking suppliers or artists. Check permit requirements, noise restrictions, access hours, parking flow, and whether the site has enough power for the PA system, stage lighting, catering, and welfare facilities.
Build the technical plan around the performances, not the other way around. Collect each artist’s input list and stage requirements early, then allow time for a soundcheck before the first scheduled set.
Treat bad weather as a planned scenario. Check the forecast during the final week, prepare covered areas for visitors and equipment, and decide in advance who can pause, move, or cancel the programme if conditions become unsafe.
Send visitor information at least 3–5 days before the concert. Include the programme, arrival instructions, parking or walking routes, accessibility details, toilet information, what to bring, and any weather-related advice.
Order food, drinks, cups, tableware, and cooling equipment only after registrations and dietary requirements are processed. Keep a separate reserve of drinking water and spare batteries, and schedule deliveries early enough for setup and chilling.

Frequently asked questions

How far in advance should I plan an open-air concert?: Allow at least 8–12 weeks for a small concert, and longer if permits, several artists, or complex production are involved. Confirm the site and date first, then book artists, stage, sound, lighting, security, and first aid before publishing the programme.
When should I check permits for an open-air concert?: Check permit requirements as soon as the location is shortlisted, ideally 8–12 weeks before the event. Requirements can cover public space, noise, alcohol, food service, temporary structures, traffic, and amplified music.
How much time do I need for concert setup and soundcheck?: Reserve at least 6–8 hours for stage, PA, lighting, power distribution, cable protection, and safety checks before doors open. Add a dedicated soundcheck window of roughly 30–45 minutes per artist, depending on the lineup and equipment changes.
When should I send information to open-air concert visitors?: Send the main visitor information 3–5 days before the concert, then issue a final weather or access update 12–24 hours before opening. Include arrival times, parking flow, the programme, facilities, and any changes caused by weather.

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.