Open-Air Concert Checklist

An open-air concert needs more than a booked band and a stage. This checklist takes you from choosing the date and location through permits, sound limits, power, safety, artist arrangements and guest communication. It also covers the details that are often left too late, such as toilets, weather decisions, chilled drinks and technical information from performers. Follow the plan in order so suppliers, crew and performers have the information they need before 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
Apply for a permit
Check sound limits
Book performers
2 people
Collect artist information
Reserve stage
Reserve Sound System
Reserve the lighting setup
Arrange power supply
Reserve toilets
Reserve security
Arrange first aid coverage
Check insurance
Compile program
2 people
Write promotional copy
Send invitations
2 people
Post online promotion
Process registrations
Collect dietary requirements
Check the weather forecast
Confirm the bad weather plan
2 people
Confirm the entertainment program
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare materials
3 people
Mark off the venue
3 people
Have the stage set up
4 people
Set up the sound system
4 people
Set up lighting
3 people
Connect power
2 people
Set up the tents
4 people
Set up tables and chairs
4 people
Set up the bar
3 people
Set up catering point
3 people
Hang up decorations
2 people
Put up route signs
2 people
Check toilets
Set up the first aid station
2 people
Set up the artist reception
2 people
Run the sound check
4 people

Event

Welcome performers
2 people
Welcome visitors
4 people
Announce the program
Serve drinks
4 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Guide audience to seats
2 people
Assist performers
2 people
Provide the break program
Monitor crowd safety
3 people
Announce the final act
Guide visitors to the exit
3 people

Aftercare

Close the bar
3 people
Clean up catering
3 people
Dismantle audio equipment
4 people
Dismantle lighting equipment
3 people
Collect waste
4 people
Clean the grounds
4 people
Dismantle furniture
4 people
Take down tents
4 people
Have the stage removed
3 people
Inventory materials
2 people
Wash dishes
3 people
Clean equipment
2 people
Return borrowed items
2 people
Return rented items
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Bar stoolsqty 8
Buffet tablesqty 4
Stage
Artist tableqty 2

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Serving plattersqty 12
Serving utensilsqty 12

Equipment

PA system
Mixer
Stage microphonesqty 6
Wireless microphonesqty 2
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Instrument cablesqty 12
Cable reelsqty 6
Power stripsqty 12
Power generator
Coolersqty 8
Ice containersqty 4
Walkie-talkiesqty 8
Flashlightsqty 6
Extension cordsqty 8
Platform trolleysqty 2

Lighting

Stage spotlightsqty 8
Light standsqty 2
Atmosphere lightsqty 12
Work lightsqty 6

Decorations

Buntingqty 10
Stage drapesqty 4
Tableclothsqty 14
Program postersqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Cooling matsqty 4
Serving tongsqty 8
Bottle openersqty 6

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 4
Work glovesqty 10

Catering

Groceries

Tips

Start with the date, location and permit requirements. Check sound limits at the same time, because local restrictions can affect the program, stage position and finishing time.
Reserve the stage, PA system, lighting, toilets, security and power supply early. Outdoor suppliers may need access details, setup times and a clear surface before they can confirm the booking.
Collect each performer’s technical and hospitality information before finalising the program. Confirm microphones, DI boxes, monitor speakers, cables, artist arrival times and the artist table instead of guessing on the day.
Set a firm weather decision deadline, such as 24 hours before the concert. Tell performers, suppliers and guests what happens if the open-air plan changes, and check that tents, work lights and power arrangements match that plan.
Plan drinks and food around the audience arrival time. Chill drinks before doors open, prepare serving equipment in advance and collect dietary requirements early enough to adjust the snacks or buffet.

Frequently asked questions

How far in advance should I apply for an open-air concert permit?: Start checking permit requirements at least 8 to 12 weeks before the concert. Some locations also require information about sound levels, attendance, security, first aid and the bad-weather plan before approval.
When should I book the stage and sound system for an open-air concert?: Try to reserve the stage, PA system and lighting setup at least 6 to 8 weeks ahead. Send the confirmed program and performers’ technical information to the supplier no later than 2 weeks before the event.
How many toilets do I need for an outdoor concert?: The number depends on attendance, event duration and local requirements, so confirm the calculation with the venue or authority. Arrange the toilets several weeks ahead and include servicing or access requirements in the booking.
When should I make the weather decision for an open-air concert?: Set a decision point 24 hours before the event, then check the forecast again on the morning itself. Communicate the final decision to performers, crew, suppliers and registered guests as soon as it is made.

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.