Percussion Concert Checklist
A percussion concert needs more than performers and instruments. This checklist takes you from confirming the date and venue through permits, promotion, registrations, catering, technical checks and the final room setup. Build in time for a proper soundcheck, because microphones, DI boxes, monitors and subwoofers can take longer to balance than expected. On the day, check the stage floor, dressing rooms, cables, chairs and drinks before the audience arrives.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Confirm date and venue
2 people
Check permits
Compile the concert program
3 people
Confirm performers
2 people
Make reservations
Gather technical requirements
2 people
Write promotional copy
Design posters
Send invitations
2 people
Publish concert online
Distributing posters
3 people
Process registrations
2 people
Collect dietary requirements
Determine catering quantities
2 people
Confirm the technical setup окончательно
2 people
Print the program
2 people
Assign volunteers
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Collect materials
3 people
Check Hall and Dressing Rooms
2 people
Check the stage floor
2 people
Set up the stage
5 people
Set up chairs
4 people
Set up tables for reception
2 people
Set up the cloakroom
2 people
Hang decorations
3 people
Hang lights
3 people
Connect the sound system
3 people
Set up microphones
2 people
Set up percussion instruments
5 people
Set up stands
2 people
Prepare all parts and the program
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Perform sound check
4 people
Perform lighting test
2 people
Event
Welcome performers
2 people
Open reception for attendees
4 people
Hand out programs
2 people
Manage the cloakroom
2 people
Give the opening speech
Guide the first concert segment
3 people
Serve break drinks
4 people
Refill drinks
2 people
Restock break buffet
2 people
Guide second concert part
3 people
Serve the artists' meal
3 people
Check public area
2 people
Announce evening program
Assist with the third concert segment
3 people
Guide the audience to the exit
3 people
Thank the performers
2 people
Serve the final drinks
3 people
Collect instruments safely
5 people
Aftercare
Switch off equipment
3 people
Remove decorations
3 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Clean changing rooms
2 people
Dismantle Sound Equipment
3 people
Return the instruments
4 people
Return rented materials
2 people
Store leftover stock
2 people
Process lost and found items
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Stage sectionsqty 12
- Stage stepsqty 2
- Chairsqty 180
- Tablesqty 8
- Coat racksqty 3
- Changing room chairsqty 20
- Bollardsqty 10
Equipment
- Mixing console
- Speakersqty 2
- Subwoofersqty 2
- Stage monitorsqty 3
- Microphonesqty 8
- Microphone standsqty 8
- DI boxesqty 4
- XLR cablesqty 12
- Speaker cablesqty 6
- Cable reelsqty 6
- Power stripsqty 10
- Cable matsqty 12
- Laptop
- Intercom setsqty 4
- Digital piano
- Keyboard standsqty 2
- Percussion setsqty 4
- Concert tomsqty 8
- Snare drumsqty 8
- Bass drumsqty 4
- Cajonsqty 6
- Cymbal setsqty 8
- Percussion instrumentsqty 5
- Timpaniqty 4
- Percussion tablesqty 6
- Drum stoolsqty 12
- Lecternsqty 25
- Desk lampsqty 25
Lighting
- LED spotlightsqty 8
- Light standsqty 4
- Lighting control
- Work lightsqty 4
Tableware
- Glassesqty 220
- Coffee cupsqty 100
- Platesqty 200
- Cutlery setsqty 200
- Serving spoonsqty 12
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 4
- Serving traysqty 8
- Cutting boardsqty 4
- Chef’s knives and bread knivesqty 6
- Scissorsqty 4
Decorations
- Fabric backdropsqty 2
- Stage bannersqty 2
- Tableclothsqty 8
- Directional signsqty 12
- Program standsqty 4
Cleaning
- Waste binsqty 10
- Vacuum cleanerqty 2
- Mopsqty 3
- Bucketsqty 3
- Cleaning cartsqty 2
Catering
- Groceries
Tips
- Confirm the venue and date before contacting performers or publishing the concert. Check permits, access times, stage dimensions and whether the venue supplies chairs, tables, coat racks or changing-room furniture.
- Request the full technical requirements from the performers early, including microphones, microphone stands, DI boxes, monitors, percussion sets and power needs. Make the final technical confirmation before equipment collection, not on the concert day.
- Schedule promotion and registrations with clear deadlines. Send invitations, publish the concert online and distribute posters early enough to estimate attendance, then use those registrations to calculate catering quantities and dietary requirements.
- Allow a separate setup and soundcheck window for the mixing console, speakers, subwoofers, stage monitors, microphones and lighting. Keep cable reels, power strips and cable mats available so walkways are safe and the stage remains accessible.
- Prepare the audience and backstage areas separately. Set up stage sections, steps and chairs only after checking the stage floor, and check the hall and dressing rooms before chilling drinks, placing programs and opening the doors.
Frequently asked questions
- How early should I start organising a percussion concert?
- Start at least 8 to 12 weeks before the concert. Confirm the date, venue, permits and performers first; promotion, registrations and technical planning follow once those details are fixed.
- How long does a percussion concert soundcheck take?
- Allow at least 2 to 3 hours for setup and soundcheck when using multiple microphones, monitors, DI boxes, speakers and percussion instruments. Add extra time if the venue or equipment is unfamiliar.
- How many chairs and programs do I need for a percussion concert?
- Use the confirmed registrations as your minimum chair count and add a small buffer if the venue allows it. Print programs after the concert program is final, ideally 1 to 2 days before the event so last-minute changes can still be included.
- When should I buy drinks and catering for the concert?
- Place the catering order after registrations and dietary requirements are processed, usually 5 to 7 days before the concert. Do the shopping 1 to 2 days beforehand and chill drinks on the day when possible.
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.
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