Opening concert checklist: what to arrange and when

An opening concert needs more than a confirmed performer and a room. You need time for contracts, permits, ticket sales, technical planning, catering, signage and the final venue check. Start with the date and programme, then secure the venue and performers before publishing invitations or opening ticket sales. In the final week, confirm the sound and lighting setup, brief volunteers and check weather, deliveries and dietary requirements. This checklist keeps the work in a practical order.

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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

Set the date and program
2 people
Confirm performers
2 people
Check contracts
2 people
Reserve venue and audience area
Arrange permits and notifications
Create the sound plan
2 people
Create the lighting plan
2 people
Write promotional copy
Send invitations
2 people
Open online ticket sales
Process registrations
Collect dietary requirements
Order catering
Confirm technical setup
2 people
Collect artist information
Assign volunteers
2 people
Send program to the team
Prepare signage
2 people
Make name badges
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Setting up shelf-stable catering
2 people
Check the venue
2 people
Mark off the stage and audience area
3 people
Set up tables and chairs
4 people
Set up the sound system
3 people
Set up lighting
2 people
Safely connect power outlets
2 people
Decorate the stage
2 people
Hang up signage
2 people
Set up the registration desk
2 people
Set up the catering buffet
3 people
Set up the coffee and tea station
2 people
Check toilets
Set up the artist dressing room
2 people
Perform the technical sound check
3 people
Welcome performers
2 people
Go over performances
3 people
Brief entrance staff
2 people

Event

Welcome the audience
4 people
Check tickets
3 people
Manage the cloakroom
2 people
Give the opening speech
Assist the first act performance
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep the audience area clean
2 people
Assist performers
2 people
Announce the break program
Support the second act performance
3 people
Restock the buffet
2 people
Handling audience questions
Support the headliner performance
3 people
Deliver the closing speech
Guide the audience to the exit
3 people
Finish coat check
2 people

Aftercare

Dismantle the sound system
3 people
Dismantle the lighting setup
2 people
Clean up catering
3 people
Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Clean the venue
4 people
Check materials
2 people
Return borrowed materials
2 people
Store leftover catering
2 people
Take out general waste
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
High tablesqty 8
Tablesqty 6
Chairsqty 120
Changing room chairsqty 8
Coat racksqty 3
Clothes hangersqty 120
Entrance desk

Equipment

Mixing console
PA speakersqty 2
Monitor speakersqty 2
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Multi-socket power stripsqty 8
Extension cordsqty 10
Cable traysqty 12

Lighting

LED stage lightsqty 8
Mood lightingqty 12
Light standsqty 4
String lightsqty 6

Tableware

Reusable drinking glassesqty 150
Wine glassesqty 80
Coffee cupsqty 60
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving spoonsqty 8
Small bowlsqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving traysqty 12
Scissorsqty 3

Decorations

Stage backdrop
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 14
Flower arrangementsqty 8
Name badgesqty 30
Badge holdersqty 30
Directional signsqty 12
Program leafletsqty 150
Tapeqty 6
Cable tiesqty 100

Cleaning

Waste binsqty 10
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Toilet brushesqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the programme, performer contracts and venue before you announce the concert. Allow at least two weeks for contract checks and permit or notification requirements.
Create the sound and lighting plans with exact equipment positions. Check microphones, stands, DI boxes, XLR and jack cables, power strips, extension cords and cable trays before setup day.
Open ticket sales only after the audience capacity and seating plan are fixed. Keep one current registration list and collect dietary requirements before ordering catering.
Send the running order, arrival times, technical details and volunteer assignments to the team at least 48 hours before the concert. Prepare name badges and signage before guests arrive.
On the day, check the venue before unloading, mark the stage and audience areas, and chill drinks several hours in advance. Leave enough setup time for the PA, monitors, lights, tables, chairs and entrance desk.

Frequently asked questions

How far in advance should I plan an opening concert?: Start planning at least 8 to 12 weeks ahead. Use the first weeks for the date, programme, venue, performer contracts, permits and technical plans; open ticket sales only when capacity and arrangements are confirmed.
When should I open ticket sales for an opening concert?: Open ticket sales about 4 to 6 weeks before the concert, once the venue capacity, programme and basic audience setup are fixed. Close or review registrations early enough to order catering and prepare seating.
When should I confirm the sound and lighting setup?: Confirm the technical setup at least 7 days before the concert and recheck it on the day. Verify the mixing console, PA speakers, monitor speakers, microphones, cables, power distribution and stage lighting against the plan.
How much catering and drinks should I arrange for an opening concert?: Base catering on the confirmed registrations and add a small buffer of about 5 to 10 percent. For the first hour, allow roughly 2 to 3 drinks per guest, then adjust for the expected length of the programme and whether food is served.

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