Pop concert checklist: what to arrange and when

A pop concert depends on more than booking performers and putting up a stage. You need to confirm the venue, permits, technical requirements, staffing, transport, catering and visitor communication early enough for problems to be fixable. This checklist takes you from the first confirmations through registration, equipment setup and the final venue inspection. It also covers details that are easy to leave until the last day, such as wristbands, dietary requirements, cable safety and payment terminals.

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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 location and date
Check permits
Confirm performers
Schedule performances
2 people
Check the technical rider
2 people
Reserve equipment
Book catering
Reserve security
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send visitor information
Arrange artist transport
Create catering menu
2 people
Do the shopping
3 people
Sort wristbands
2 people
Print the program
Check the weather forecast
Inspect venue
2 people
Set up the stage
4 people
Set up the sound system
4 people
Set up lighting
3 people
Connect power
2 people
Cover cables
2 people
Set up the bar and buffets
4 people
Set up tables and chairs
4 people
Chill drinks
2 people
Prepare snacks
4 people
Hang decorations
3 people
Set up signage
2 people
Set up the public entrance
3 people
Set up artist room
2 people
Set up the first aid station
2 people

Event

Perform sound check
4 people
Perform a lighting check
3 people
Welcome performers
2 people
Welcome the audience
4 people
Check tickets and wristbands
4 people
Staff the cloakroom
2 people
Support the stage program
2 people
Announce performers
Serve drinks
4 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Check the audience and backstage
3 people
Empty trash bins
2 people
Close out the final program
2 people
Ensure the audience leaves safely
4 people

Aftercare

Dismantle the stage and equipment
5 people
Dismantle furniture
4 people
Chill leftover food
2 people
Wash dishes
3 people
Clean the venue
5 people
Dispose of waste
3 people
Collect lost and found items
Count inventory
2 people
Return materials
3 people
Lock up the venue
2 people

What to bring

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

Stage

Stage sectionsqty 12
Stage stepsqty 2
Backdrop

Furniture

High tablesqty 12
Folding chairsqty 40
Beer tablesqty 8
Coat racksqty 4

Equipment

PA speakersqty 4
Stage monitorsqty 4
Mixing console
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Music instrument cablesqty 12
Headphonesqty 4
Laptop
Coolersqty 8
Payment terminalsqty 3
Walkie-talkiesqty 6

Lighting

LED stage spotlightsqty 8
Light standsqty 4
Light controller
Work lightsqty 6
Mood lightingqty 12
Extension cordsqty 8
Cable rampsqty 10

Tableware

Reusable cupsqty 500
Wine glassesqty 100
Platesqty 300
Cutlery setsqty 300
Serving plattersqty 20

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 12
Thermos flasksqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Hearing protectionqty 300
Crowd barriersqty 20

Decorations

Stage banner
Party flagsqty 10
Balloonsqty 100
Program postersqty 20

Catering

Groceries

Tips

Check the performers’ technical riders before reserving equipment. Confirm the PA speakers, mixing console, monitors, microphones, DI boxes, cables and power requirements against the rider rather than relying on a standard package.
Set a firm deadline for dietary requirements and include it in the registration process. Create the catering menu only after that deadline, then shop for food, drinks and serving items with the confirmed numbers.
Plan the show-day setup in separate stages: inspect the venue, build the stage, connect power, install sound and lighting, then cover cables with cable ramps before visitors arrive. Keep work lights available while the stage is being built.
Send visitor information before the concert with arrival details, registration instructions, wristband arrangements and the programme. Print a small number of spare programmes and keep walkie-talkies with the people coordinating artists, security and front-of-house.
Check the weather forecast at least 48 hours before the event if any queue, entrance or activity is outdoors. Confirm transport for artists, inspect the venue again on the day and leave time to test payment terminals, the bar, buffets and lighting before doors open.

Frequently asked questions

How far in advance should I start planning a pop concert?: Start at least 8 to 12 weeks before the concert for a small or medium event. Confirm the venue, date, permits and performers first, then reserve equipment, security, catering and artist transport.
When should I check the technical rider for a pop concert?: Check each technical rider as soon as the performer is confirmed, ideally 6 to 8 weeks before the show. Recheck it after the performance schedule is fixed so shared equipment, changeovers and power needs are covered.
How much time do I need to set up a concert venue?: Allow at least 4 to 6 hours for a basic setup with a stage, PA, lighting, bar and buffet; allow longer for several performers or a complex rider. Schedule a soundcheck and a final safety inspection before doors open.
When should I send information to concert visitors?: Send the first visitor information 7 to 10 days before the concert, including arrival instructions, registration details and the programme. Send an update 24 to 48 hours before the event if weather, access or timings have changed.

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.