Pop concert checklist: what to arrange and when

A pop concert involves more than booking an artist and putting speakers on a stage. You need to lock in the date, venue, performers, technical supplier, permits, insurance, security and first aid before ticket sales begin. In the final week, confirm dietary requirements, the artist information and tech plan, then print the run sheet. On the day, allow time for unloading, stage construction, soundcheck, lighting and last-minute safety checks.

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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
Book performers
2 people
Reserve technical supplier
2 people
Check permits
Check insurance
Reserve security
Reserve first aid staff
Book catering
Set up the ticketing system
2 people
Create promotional image
2 people
Send invitations
2 people
Publish concert online
Process registrations
2 people
Collect dietary requirements
Print the run sheet
Confirm artist information
Confirm the tech plan
2 people
Check the shopping list
2 people
Do the shopping
3 people
Check materials
3 people

Event

Open venue
2 people
Clear the loading and unloading area
3 people
Set up the stage
5 people
Set up the sound system
4 people
Set up lighting
3 people
Connect power supply
2 people
Set up the audience area
4 people
Set up the bar and buffet tables
4 people
Set up the registration desk
2 people
Set up backstage
3 people
Check sanitary facilities
2 people
Hang up decorations
3 people
Welcome performers
2 people
Set up catering
3 people
Run the sound check
5 people
Test light show
3 people
Give the staff briefing
4 people
Open the entrance
4 people
Check tickets
4 people
Staff the cloakroom
2 people
Serve drinks
5 people
Serve snacks
3 people
Refill drinks
3 people
Guide the audience
3 people
Support the first performance
3 people
Provide the break program
2 people
Support the headliner
4 people
Support the evening program
4 people
Announce the final round
Guide the audience to the exit
4 people

Aftercare

Switch off equipment
3 people
Store supplies securely
3 people
Collect waste
4 people
Clean the bar
3 people
Wash dishes
3 people
Clean the venue
4 people
Remove decorations
3 people
Dismantle technical equipment
5 people
Put furniture back
4 people
Return materials
2 people
Collect lost and found items
2 people
Check out suppliers

What to bring

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

Furniture

Beer tablesqty 12
High tablesqty 18
Chairsqty 80
Bar matsqty 3
Coat racksqty 4
Clothes hangersqty 250

Tableware

Reusable cupsqty 500
Wine glassesqty 120
Coffee cupsqty 80
Platesqty 250
Cutlery setsqty 250

Equipment

Stage sectionsqty 12
Stage steps
Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 20
Cable reelsqty 8
Power stripsqty 12
Music standsqty 4
Laptop standqty 2
Stage Carpet
Cable traysqty 20
Bollardsqty 12
Crowd barriersqty 20
Walkie-talkiesqty 8
Flashlightsqty 8
Extension cordsqty 12
Ticket scannersqty 4
Cash registersqty 2
Card machinesqty 2

Lighting

LED stage lampsqty 8
Moving headsqty 4
Light standsqty 2
Light controller
Work lightsqty 6

Decorations

Stage backdrop
Bannersqty 6
Wayfinding signsqty 12
Tapeqty 8
Cable tiesqty 200

Cleaning

Waste binsqty 16
Broom setsqty 4
Mop setsqty 3

Catering

Coolersqty 6
Thermos flasksqty 6
Ice cube traysqty 8
Serving plattersqty 20
Serving utensilsqty 20
Water jugsqty 12
Corkscrewsqty 4
Bottle openersqty 4
Food warmersqty 4
Allergen cardsqty 30
Price tagsqty 30
Groceries

Tips

Start with the date and venue, then secure performers and the technical supplier before publishing the concert. Check permits, insurance, security and first aid requirements early; approvals and bookings can take several weeks.
Build the ticketing system before sending invitations or promoting the concert online. Keep registration numbers current and collect dietary requirements at least 7 days before catering is delivered.
Create a separate loading plan for stage sections, speakers, subwoofers, monitors, lighting and cable reels. Keep the unloading area clear and schedule at least 2 hours for stage and sound setup before the soundcheck.
Confirm the artist information and technical plan during the final week, including microphones, DI boxes, monitor needs and power connections. Print the run sheet on the day so staff can follow timings without relying on a phone.
Count service items against attendance before shopping: reusable cups, wine glasses, coffee cups, plates and cutlery are easy to overlook. Set up coat racks, hangers, beer tables, high tables and bar mats before guests arrive, not during the opening set.

Frequently asked questions

How early should I start organising a pop concert?: Start at least 8 to 12 weeks before the concert for a small or mid-sized show. Use the first few weeks to confirm the venue, performers, technical supplier, permits, insurance, security and ticketing system.
When should I book security and first aid staff for a pop concert?: Book both as soon as the date, venue and expected audience size are known, ideally 6 to 8 weeks ahead. Their required staffing levels may depend on the venue, capacity and local rules.
How long does pop concert setup take?: Allow at least 4 to 6 hours for unloading, stage sections, sound, lighting and safety checks, followed by time for the performers' soundcheck. A larger production with moving heads, subwoofers and multiple acts may need a full working day.
When should I finalise catering and dietary requirements?: Collect dietary requirements when registrations are processed and give the final count to the caterer at least 7 days before the concert. Recheck the shopping list and serving supplies 1 to 2 days before the event.

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.