Rave checklist: what to arrange and when

A rave needs more than a DJ and a sound system. You need to coordinate the venue, noise arrangements, power, lighting, security, tickets, drinks and the crew running the night. Start with the date, venue and permissions, then book artists and equipment before handling guest details and stock. On the day, allow time for deliveries, cable routes, sound checks, cooling drinks and briefing the team before doors open.

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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
Check permits and notifications
Arrange sound agreements with the venue
2 people
Book DJs and performers
2 people
Make equipment reservations
Arrange security and cloakroom
Set catering and drink sales
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Order wristbands and tickets
Create a run sheet for the DJ set
2 people
Create a room layout
2 people
Determine power outlets and cable routes
2 people
Confirm Equipment Deliveries
Check the shopping list
2 people
Buy stock of drinks and snacks
3 people
Sort wristbands and tickets
2 people
Chill drinks
3 people
Portion snacks
3 people
Prepare team briefing

Event

Open venue
2 people
Check floors and entrances
2 people
Set up tables and chairs
4 people
Set up the cloakroom
2 people
Set up the bar and serving area
4 people
Build the stage and DJ booth
4 people
Connect speakers and monitors
3 people
Connect the lighting system
3 people
Tape down cables securely
2 people
Hang up decorations
3 people
Program the light show
2 people
Perform sound check
3 people
Set out drinks and snacks
4 people
Test the cash register and payment terminal
2 people
Check and restock toilets
2 people
Hold team briefing
8 people
Staff the entrance and registration
3 people
Hand out wristbands
2 people
Staff the cloakroom
2 people
Staff the bar
4 people
Serve snacks
2 people
Refill drinks
2 people
Refill ice
Keep the dance floor clear
2 people
Clean the toilets in between
2 people
Empty trash bins
2 people
Change DJ Set
2 people
Adjust lighting settings
Announce the final round
Let visitors leave calmly
4 people

Aftercare

Close the register
2 people
Switch off equipment
3 people
Pack bar stock
3 people
Put furniture back
4 people
Remove decorations
3 people
Collect and sort waste
4 people
Wash dishes and glassware
3 people
Clean floors and sanitary areas
3 people
Pack up cables and equipment
4 people
Check borrowed items
2 people
Return equipment
2 people
Return venue keys
Archive cloakroom items
Store lost and found items
2 people

What to bring

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

Furniture

High tablesqty 12
Bar stoolsqty 16
Foldable tablesqty 6
Folding chairsqty 24
Coat racksqty 4
Clothes hangersqty 250
Bar cabinet
Bollardsqty 12

Equipment

DJ table
DJ mixer
Music playersqty 2
Main microphone
Wireless microphone
Speakersqty 4
Speaker standsqty 4
Monitor speakersqty 2
Mixer
DI boxesqty 2
XLR cablesqty 10
Power splittersqty 8
Extension cordsqty 12
Cable reelsqty 4
Cable traysqty 12
Gaffer tapeqty 8

Lighting

LED PAR lightsqty 12
Moving headsqty 4
Strobe light
UV lampsqty 4
Light standsqty 4
Light controller
Mood lightingqty 10

Decorations

Lighted garlandsqty 8
Metallic curtainsqty 6
Fluorescent tapeqty 10
Balloonsqty 100
Welcome sign
Directional signsqty 8

Tableware

Reusable cupsqty 300
Wine glassesqty 60
Shot glassesqty 60
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12

Kitchen

Coolersqty 8
Ice bucketsqty 4
Bottle openersqty 6
Pliersqty 8
Scissorsqty 4
Cutting boardsqty 4
Knivesqty 6
Storage binsqty 12
Cash boxesqty 2
Payment terminalsqty 2
Wristbandsqty 250
Ticket rollsqty 3

Cleaning

Mopsqty 4
Bucketsqty 4
Vacuum cleaner
Cleaning cartsqty 2
Hand broomsqty 4
Waste binsqty 12
Toilet brushesqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Confirm the venue’s sound limits, power supply and access times before booking speakers, lighting or DJs. Ask when equipment can be delivered and when the room must be cleared.
Make a simple floor plan before placing the DJ table, speakers, monitor speakers, bar, garderobe and entrances. Keep cable routes away from the dance floor and secure them with cable covers and gaffer tape.
Order tickets, wristbands and guest-list materials early enough to sort them by entrance or group. Finish processing registrations and collecting dietary requirements before buying final catering quantities.
Schedule equipment delivery and a technical check several hours before opening. Test the DJ mixer, music players, microphones, DI boxes, lighting controller and every power connection rather than checking only the main speakers.
Brief the whole team before guests arrive, including security, cloakroom, bar and floor staff. Open the venue early enough to check entrances, arrange furniture, cool drinks and portion snacks without working around arriving guests.

Frequently asked questions

How far in advance should I organise a rave?: Start securing the venue, date and key artists at least 8 to 12 weeks ahead. Check permits, noise rules and equipment availability before sending invitations or selling tickets.
How much alcohol should I buy for a rave?: For the first hour, allow roughly 2 to 3 drinks per guest, then about 1 drink per person per hour as a planning baseline. Adjust the quantity for event length, ticket price, water availability and whether drinks are sold or included.
How early should the DJ and sound system arrive?: Plan for the sound and lighting setup to begin at least 4 hours before doors open. Allow another 60 to 90 minutes for line checks, cable checks, lighting cues and a complete DJ handover.
What should I check before opening a rave venue?: Use the final 60 minutes for a room and safety check: inspect entrances, cable routes, speakers, lighting, bar stock, garderobe and emergency access. Brief the team during that window and keep one person responsible for last-minute decisions.

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.