Radio concert checklist: from first booking to broadcast

A radio concert needs two plans running at once: the live event and the broadcast. Start by confirming performers, venue capacity, permits and technical requirements before sending invitations. Then build the programme, collect audience and artist information, and turn every audio requirement into a run sheet. On the day, allow time to test the broadcast frequency, assign microphone channels and check cables, power, lighting and refreshments before the first performance.

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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

Invite performers
Confirm performances
2 people
Collect artist information
Compile program
2 people
Check venue capacity
2 people
Check permits
Make reservations
Gather technical requirements
2 people
Plan radio program
2 people
Test the broadcast frequency
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send audience information
Confirm artist transport
Determine catering quantities
2 people
Create technical run sheet
2 people
Draw stage layout
2 people
Assign microphone channels
2 people
Gather music files
Place promotional materials
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people

Event

Open venue
2 people
Clear the loading and unloading area
2 people
Set up the stage
4 people
Set up audience seating
4 people
Set up tables
3 people
Connect sound equipment
3 people
Connect the radio equipment
2 people
Install lighting
2 people
Tape down cables securely
2 people
Hang up decorations
3 people
Set up the catering buffet
3 people
Set up artist room
2 people
Set up the reception desk
2 people
Lay out program brochures
2 people
Perform a technical line check
3 people
Test microphones
3 people
Test radio sound
2 people
Welcome performers
2 people
Have the performers do a sound check
3 people
Open audience entrance
3 people
Register visitors
2 people
Hand out program brochures
2 people
Deliver the opening presentation
Guide the performances
3 people
Operate the radio broadcast
2 people
Announce performers
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Collect tableware
2 people
Keep the audience area clean
2 people
Serve artist meals
2 people
Play break music
End final performance
2 people
See the audience out
3 people
Turn off the sound equipment
2 people
Close cash register and registration
2 people

Aftercare

Clean up catering
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Tear down stage
4 people
Dismantle lighting equipment
2 people
Pack up radio equipment
2 people
Put furniture back
3 people
Check borrowed materials
2 people
Return materials
2 people
Store leftover stock
2 people
Charge equipment
2 people
Secure recording files
2 people
Collect lost property
Return venue keys
Pay performers
Send audience messages

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Chairsqty 120
High tablesqty 10
Tablesqty 8
Folding chairs for performersqty 12
Coat racksqty 3
Clothes hangersqty 120

Equipment

Mixing consoleqty 2
Speakersqty 4
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Headphonesqty 4
Audio interfaceqty 2
Recording devicesqty 2
Laptopsqty 2
DI cablesqty 8
XLR cablesqty 16
Jack cablesqty 12
Audio cablesqty 8
Cable reelsqty 6
Extension cordsqty 12
USB sticksqty 4

Lighting

LED spotlightsqty 8
Light standsqty 4
Atmosphere lightsqty 12
Spare batteriesqty 24

Tableware

Drinking glassesqty 150
Coffee cupsqty 60
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100

Kitchen

Coolersqty 6
Serving traysqty 12
Small bowlsqty 16
Serving spoonsqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Ice packsqty 24

Decorations

Stage drapesqty 4
Announcement signsqty 6
Program standsqty 4
Wristbandsqty 150
Name badgesqty 30

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Waste binsqty 8

Safety

First aid kit
Flashlightsqty 4
Cable matsqty 12
Barrier tapeqty 4
Fire extinguishersqty 2

Catering

Groceries

Tips

Confirm the venue’s capacity and any permits before opening registrations. Use the confirmed capacity to set a clear registration limit rather than relying on last-minute estimates.
Collect each performer’s technical requirements and transport details at least 7 days before the concert. Add microphone channels, DI boxes, inputs and monitor needs to one technical run sheet.
Test the broadcast frequency before the event starts, then repeat the check after the mixing console, audio interface and recording devices are connected. Keep the final programme and music files on at least 2 USB sticks.
Plan audience catering from the registration list, including dietary requirements. Chill drinks in advance and set out glasses, tables and non-perishable supplies before the technical soundcheck begins.
Create a stage layout that shows stage sections, steps, performer chairs, microphone stands, monitors and cable routes. Leave clear walking space and secure cable reels and extension cords so they do not cross audience paths.

Frequently asked questions

How far in advance should I organise a radio concert?: Start at least 6 to 8 weeks before the broadcast. Use the first 2 weeks to invite performers, check the venue and permits, and confirm the technical requirements; send audience information once the programme is stable.
When should I confirm the performers for a radio concert?: Aim to confirm every performance at least 4 weeks before the event. Collect artist information, transport details and technical requirements immediately after confirmation so the programme and run sheet can be completed on time.
How long before a radio concert should I test the broadcast frequency?: Run the first frequency test at least 7 days beforehand if the setup allows it, and perform a final test on the event day. The final check should happen after all audio equipment, cables and recording devices are connected.
How many microphones and cables do I need for a radio concert?: Base the number on the confirmed programme and add at least 1 spare microphone channel where possible. Prepare one suitable cable for every active connection, then keep spare XLR, jack and audio cables available for faults or last-minute changes.

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.