Reggae concert checklist: organise the show in the right order

A reggae concert depends on more than booking musicians and putting up a stage. You need the venue, permits, insurance, sound plan, lighting, power, toilets, security, catering, and guest information aligned before the first bassline. Start with the date and location, then lock in technical and safety requirements before publishing the programme. In the final week, confirm the technical rider, weather, access route, emergency exits, stock, and every item needed for the stage, audience area, catering, and cables.

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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
Hire musicians
2 people
Create the sound plan
2 people
Create the lighting plan
2 people
Check permits
Check insurance
Book catering
Reserve security
Reserve toilets
Check power reservation
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program
Communicate admission prices
Send artist information
Check the technical rider
2 people
Confirm the catering menu
2 people
Assign volunteers
2 people
Plan the access route
2 people
Check emergency exits
2 people
Publish parking information
Check the weather forecast
Check the inventory list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
3 people
Prepare artist reception
2 people
Open venue
2 people
Set up the stage
4 people
Set up sound equipment
4 people
Set up lighting
3 people
Connect power supply
2 people
Set up the audience area
4 people
Set up tables
3 people
Set up chairs
3 people
Hang up decorations
3 people
Test the lighting
2 people
Perform sound check
4 people
Set up the artist dressing room
2 people
Build the catering buffet
3 people
Set up the bar
3 people
Set up the cash register and entrance
2 people
Check restroom facilities
2 people
Conduct a safety check
2 people

Event

Welcome performers
2 people
Staff the entrance
3 people
Staff the cloakroom
2 people
Welcome the audience
3 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Restock the buffet
2 people
Empty trash bins
2 people
Keep the audience area clean
2 people
Support the first performance
2 people
Provide break music
Support the second performance
2 people
Support the headliner
3 people
Take care of artists backstage
2 people
Check the sound level
Operate the light show
Announce the final round
Ensure the audience leaves safely
4 people
Close the register
2 people
Close the bar
3 people

Aftercare

Dismantle audio equipment
4 people
Dismantle the lighting setup
3 people
Dismantle the stage
4 people
Clear away furniture
4 people
Remove decorations
3 people
Wash dishes
3 people
Clean the bar
2 people
Clean the audience area
4 people
Clean the restrooms
2 people
Collect waste
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Hand over the venue
2 people
Collect supplier invoices

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 12
Buffet tablesqty 6
Beer tablesqty 8
Chairsqty 80
Coat racksqty 3
Clothes hangersqty 180
Stage sectionsqty 12
Backdrop

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Instrument cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12

Lighting

LED spotlightsqty 8
Light standsqty 2
Mood lightingqty 10
Light cablesqty 8

Tableware

Reusable cupsqty 300
Wine glassesqty 80
Platesqty 180
Bowlsqty 80
Cutlery setsqty 180
Serving spoonsqty 12
Serving plattersqty 16

Kitchen

Coolersqty 6
Ice containersqty 4
Food warmersqty 6
Chafing dishesqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Kitchen tongsqty 8
Bar measuring cupsqty 4
Bottle openersqty 6

Decorations

Rasta flagsqty 12
Colored clothsqty 10
Tableclothsqty 12
Menu boardsqty 4
Directional signsqty 10
Wristbandsqty 200
Admission ticketsqty 200

Cleaning

Waste binsqty 12
Broomsqty 4
Floor squeegeesqty 3
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Barrier tapeqty 4
Vestsqty 12

Catering

Groceries

Tips

Confirm the technical rider before finalising the sound plan. Check that the mixing console, speakers, subwoofers, monitor speakers, microphones, DI boxes, stands, and instrument cables match the musicians’ requirements.
Reserve power early and map separate connections for sound and lighting where possible. Count extension cords, power strips, light cables, and cable mats before load-in so cables do not cross public walkways unprotected.
Do not leave permits, insurance, security, and toilets until the final weeks. Check these requirements as soon as the location and date are confirmed, because missing approval or capacity can affect the entire event plan.
Publish practical guest information with the programme, admission prices, parking, and access route. Send it before registrations close, then collect dietary requirements and pass the final count to catering.
Run one inventory check before shopping and another when equipment arrives. Include stage sections, backdrop, LED spotlights, light stands, mood lighting, reusable cups, serving items, tables, chairs, coat racks, and clothes hangers.

Frequently asked questions

How far in advance should I organise a reggae concert?: Start at least 3 to 6 months before the concert, especially if you need to hire musicians, secure a venue, arrange permits, and reserve power, security, and toilets. Complete the technical rider and catering confirmation several weeks before the event.
What sound equipment do I need for a reggae concert?: Plan for a mixing console, main speakers, subwoofers, monitor speakers, microphones, microphone stands, DI boxes, instrument cables, extension cords, power strips, and cable mats. Use the artists’ technical rider as the final reference rather than estimating from the genre alone.
When should I check the weather for an outdoor reggae concert?: Check the forecast during the final week and again on the event day. Party tents, protected power connections, covered equipment, a clear access route, and a decision deadline should be ready before bad weather becomes an operational problem.
How many reusable cups and serving items do I need?: Base the count on registered guests, expected turnover, and the catering setup, then add a buffer for replacements and washing. Finalise the quantity after registrations and dietary requirements are processed, and check cups, glasses, plates, bowls, cutlery, and serving spoons during the inventory check.

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.