Pop concert checklist: what to arrange and when

A pop concert involves more than booking performers and putting out a few microphones. You need a clear sequence for registrations, artist information, catering, stage setup, sound, lighting and venue access. This checklist takes you from announcing the event through opening the venue and completing the final technical checks. It also covers details that are easy to leave too late, such as dietary requirements, chilled drinks, wristbands, cable safety and the loading area.

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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

Announce the event
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm performers
Collect artist information
Gather music files
2 people
Print the run sheet
Sort wristbands
2 people
Do the catering shopping
3 people
Set out drinks chilled
3 people
Prepare snacks
4 people
Check equipment
3 people
Check the weather forecast
Send artist briefing
Open venue
2 people
Clear the loading and unloading area
3 people
Unload stage parts
6 people
Set up the stage
6 people
Attach the backdrop
3 people
Set up sound system
4 people
Connect microphones
2 people
Set up lighting
4 people
Cover cables safely
3 people
Check power outlets
2 people
Set up crowd barriers
4 people
Mark entrance and exit
2 people
Set up the entrance desk
2 people
Set up the cloakroom
2 people
Build the catering buffet
4 people
Set up the bar
3 people
Serve snacks
3 people
Set up backstage
3 people
Welcome performers
2 people
Run the sound check
4 people
Test light show
3 people
Conduct final safety check
3 people

Event

Open the doors
6 people
Register visitors
4 people
Hand out wristbands
3 people
Staff the cloakroom
3 people
Serve welcome drinks
3 people
Play background music
Guide the pre-program
2 people
Announce performances
Guide performer changes
3 people
Operate the stage sound
2 people
Operate the stage lighting
2 people
Provide crowd support
4 people
Serve drinks
5 people
Refill drinks
3 people
Refill snacks
3 people
Empty trash bins
2 people
Check toilets
2 people
Incident reporting
Support the final performance
3 people
Announce the farewell
Guide the exit flow
5 people
Manage coat check
3 people

Aftercare

Close the bar
3 people
Clean up catering
4 people
Wash dishes
3 people
Collect waste
4 people
Clean the venue
5 people
Dismantle the coat check
2 people
Remove decorations
3 people
Switch off lighting equipment
2 people
Disconnect sound equipment
3 people
Tear down stage
6 people
Inventory materials
2 people
Separate borrowed materials
2 people
Return materials
3 people
Store leftover drinks
2 people
Check rental equipment
2 people
Collect lost property
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
Music standsqty 4

Furniture

High tablesqty 20
Beer tablesqty 8
Chairsqty 80
Bar counterqty 2
Coat racksqty 4
Clothes hangersqty 350
Waste binsqty 12

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Laptopqty 2
USB sticksqty 4
Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 4
Cable traysqty 20
Gaffer tapeqty 8

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
Mood lightingqty 12
Battery lanternsqty 8

Security

Crowd barriersqty 20
Barrier tapeqty 4
Walkie-talkiesqty 8
Flashlightsqty 6
First aid kitsqty 2
Safety vestsqty 12

Tableware

Reusable drinking glassesqty 400
Wine glassesqty 80
Platesqty 350
Forksqty 350
Knivesqty 350
Spoonsqty 150
Serving traysqty 20
Pliersqty 12

Kitchen

Coolersqty 8
Ice containersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 6
Chef's knivesqty 4
Serving plattersqty 20
Thermos flasksqty 6
Bottle openersqty 6
Corkscrewsqty 3

Decorations

Balloonsqty 300
Balloon ribbonqty 4
Buntingqty 12
Stage decorationqty 6
Directional signsqty 10
Program boardsqty 4
Tableclothsqty 20

Registration

Access listsqty 4
Wristbandsqty 400
Cash boxesqty 2
Pensqty 20
Name stickersqty 100

Cleaning

Bucketsqty 6
Mopsqty 6
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Confirm performers and collect artist information before sending the final briefing. Gather music files early, then test them on the laptop and USB sticks you will use on the day.
Set a deadline for registrations and dietary requirements at least 7 days before the concert. This gives you time to adjust catering quantities, prepare snacks and complete the shopping.
Reserve a clear loading and unloading area before the crew arrives. Stage sections, steps, speakers, lighting stands and cable reels should be unloaded in the order they will be needed.
Allow at least 2 hours for stage, sound and lighting setup before doors open. Check power outlets, connect microphones, position monitors and cover every cable with trays or gaffer tape.
Chill drinks several hours before opening and keep a printed run sheet at the control area. Sort wristbands, place waste bins and check the weather forecast before the final venue walk-through.

Frequently asked questions

How far in advance should I announce a pop concert?: Announce it as soon as the performers and venue are confirmed, ideally 4 to 8 weeks before the concert. Set the registration deadline at least 7 days before the event so catering and wristbands can be prepared.
When should I send the artist briefing for a pop concert?: Send the briefing 5 to 7 days before the concert, after collecting artist information and music files. Include arrival times, loading instructions, the run sheet and any soundcheck requirements.
How much setup time does a pop concert need?: Plan at least 2 hours for unloading, stage assembly, sound, microphones and lighting, plus extra time for a soundcheck. Open the venue early enough to resolve power or cable problems before guests arrive.
When should drinks and snacks be prepared for a pop concert?: Buy catering supplies 1 to 3 days beforehand, depending on what needs refrigeration. Chill drinks several hours before doors open and prepare snacks close enough to serving time that they remain fresh.

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