Open-air concert checklist

An open-air concert needs more than a stage and a confirmed lineup. You need time for permits, power, sound, safety, catering, registrations and a workable bad-weather plan. This checklist puts the planning in a practical order, from reserving the venue to checking deliveries and setting up the stage. It also covers the details that are often left too late, such as dietary requirements, payment methods, cable safety and chilled drinks.

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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 a permit
Confirm performers
Reserve Sound System
Record the power supply
Book catering
Arrange security
Arrange first aid appointments
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Publish the program
Check the weather forecast
Confirm the bad weather plan
2 people
Print the visitor list
Send artist information
Check materials
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Gather music files
Set up cash register and payment methods
2 people
Inspect venue
3 people
Receive deliveries
3 people
Set up the stage
4 people
Set up the sound system
4 people
Connect microphones
2 people
Connect lighting
2 people
Secure power cables
3 people
Set up tables
3 people
Set up chairs
3 people
Set up party tents
4 people
Set up the bar
3 people
Set up the catering buffet
3 people
Hang up decorations
2 people
Mark the access route
2 people
Place information signs
2 people
Place waste stations
2 people
Set up the first aid station
2 people
Welcome performers
2 people
Run the sound check
4 people
Cool catering
2 people
Hold crew briefing
4 people

Event

Staff the entrance
3 people
Welcome visitors
3 people
Announce the program
Serve snacks
3 people
Serve drinks
4 people
Support the first performance
2 people
Refill drinks
2 people
Refill buffet
2 people
Keep public area clean
2 people
Support the second performance
2 people
Provide performers with water
Operate light settings
Guide the third performance
2 people
Serve hot snacks
3 people
Check bar stock
Support the main performance
3 people
Announce the final round
Ensure visitors leave safely
4 people
Close the bar
3 people

Aftercare

Turn off the sound system
2 people
Store food safely
2 people
Collect waste
4 people
Clean up the venue
4 people
Wipe down tables and chairs
3 people
Wash dishes
3 people
Dismantle the stage
4 people
Take down the sound system
4 people
Dismantle lighting
2 people
Take down party tents
4 people
Remove decorations
2 people
Clean the venue
4 people
Check borrowed items
2 people
Return materials
2 people
Store leftover stock
2 people
Take out the trash
2 people
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 100
Bar stoolsqty 8
Beer tablesqty 6
High tablesqty 8
Stage sectionsqty 12
Performer chairsqty 8

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 40
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 4

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixer
Stage cablesqty 20
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Headphonesqty 2
Cable reelsqty 6
Extension cordsqty 10
Cable traysqty 12

Lighting

LED light barsqty 8
Stage spotlightsqty 4
Mood lightingqty 10
Battery lanternsqty 8
Light standsqty 4

Decorations

Buntingqty 12
Event postersqty 10
Stage backdrop
Table décorqty 12

Kitchen

Coolersqty 6
Coolersqty 3
Food warmersqty 4
Induction hobsqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving utensilsqty 12
Wok pansqty 6

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Cleaning bucketsqty 3
Recycling binsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Crowd control barriersqty 12
Flashlightsqty 6
Warning vestsqty 10

Catering

Groceries

Tips

Apply for the permit before announcing the concert, and allow at least 6–8 weeks for approval unless your local authority confirms a shorter period. Check whether the permit also covers noise, alcohol, food service and temporary structures.
Record the available power supply before booking the sound system. Ask for the number of circuits and their maximum load, then keep lighting, catering equipment and audio on separate circuits where possible.
Send performers a practical information sheet at least 7 days before the event with arrival time, stage access, soundcheck time, parking details, contact numbers and the equipment they should bring.
Set a firm deadline for dietary requirements, such as 7 days before the concert. Give the caterer the final number of meals and special diets together instead of sending changes throughout the last week.
Do the final weather and venue check 24–48 hours before opening. Confirm who makes the call on the bad-weather plan, where tents and equipment will go, and how visitors will be informed.

Frequently asked questions

How far in advance should I plan an open-air concert?: Start at least 8–12 weeks ahead for a small concert, and earlier if you need a permit, several performers or hired infrastructure. Confirm the venue, permit requirements and power supply first, because those decisions affect nearly every later booking.
What equipment do I need for an open-air concert?: Plan for PA speakers, subwoofers, a mixer, microphones, stands, DI boxes, stage cables, cable reels, extension cords and cable trays. Add stage and lighting equipment only after checking the venue layout, available power and the performers’ technical requirements.
How much food and drink should I arrange per guest?: For the first hour, allow roughly 2–3 drinks per person, then about 1 drink per person per hour for the remaining event. Order food from the confirmed registration total and add around 5–10% for staff, performers and late arrivals.
When should I set up the stage and sound system?: Set up the stage early enough to allow a full soundcheck, usually at least 4–6 hours before the first performance. Build in extra time for deliveries, power checks, cable routing, microphone testing and changes requested by performers.

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.