Reggae Concert Checklist: What to Arrange and When

A reggae concert depends on more than booking performers and putting up a stage. You need enough time for permits, insurance, the technical rider, sound and lighting, artist transport, crowd safety, catering, toilets and bar staffing. Work through the plan in stages so late decisions do not affect the running order or guest experience. Use this checklist to coordinate the 74 tasks and 53 items needed for setup, showtime and breakdown.

Organize this event for free with Lizzt

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
Book performers
2 people
Apply for permits
Check insurance
Coordinate the sound plan
2 people
Coordinate lighting plan
2 people
Book catering
Reserve security
Arrange first aid
Reserve toilets
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Publish the program
Recruit volunteers
2 people
Schedule bar shifts
Assign the setup team
Check the technical rider
2 people
Arrange artist transport
Order decorations
Order beverage stock
Inventory materials
2 people
Make audience signs
2 people
Lay out wristbands
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Clean the venue
3 people
Unload the equipment
4 people
Set up stage sections
5 people
Set up the sound system
4 people
Set up lighting
3 people
Connect power
2 people
Set up tables and chairs
4 people
Set up the bar
3 people
Set up the catering buffet
3 people
Hang decorations
3 people
Test the lighting
2 people
Perform sound check
4 people
Welcome performers
2 people
Set up the artist dressing room
2 people
Set up access control
2 people
Carry out a safety check
3 people
Briefing for reception team
2 people
Give the bar team briefing
2 people

Event

Welcome the audience
4 people
Hand out wristbands
3 people
Serve drinks
4 people
Serve snacks
3 people
Guide music program
2 people
Assist performers
2 people
Refill drinks
2 people
Refill buffet
2 people
Empty trash bins
2 people
Check toilets
2 people
Keep the audience floor clean
2 people
Serve artist meals
2 people
Announce the final round
Guide the audience to the exit
3 people
See the performers off
2 people

Aftercare

Close the bar
3 people
Turn off the sound equipment
2 people
Clear away food scraps
3 people
Collect waste
4 people
Wash dishes
3 people
Dismantle furniture
5 people
Remove decorations
3 people
Load equipment
4 people
Clean the venue
4 people
Sort borrowed items
2 people
Return materials
3 people
Store leftover stock
2 people
Return venue keys

What to bring

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

Furniture

High tablesqty 12
Beer tablesqty 8
Chairsqty 80
Bar stoolsqty 12
Bar matsqty 3
Party tentsqty 3
Stage sectionsqty 12
Crowd barriersqty 20

Equipment

Speakersqty 4
Subwoofersqty 2
Mixing console
Wireless microphonesqty 3
Microphone standsqty 4
DI boxesqty 4
Monitor speakersqty 3
XLR cablesqty 12
Jack cablesqty 8
Power stripsqty 10
Extension cordsqty 12
Cash registersqty 2
Card machinesqty 2
Walkie-talkiesqty 6
Power banksqty 4
Red carpetsqty 2

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Battery lanternsqty 8

Tableware

Reusable drinking glassesqty 300
Wine glassesqty 80
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 8
Serving plattersqty 12

Kitchen

Coolersqty 6
Ice containersqty 4
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Measuring cupsqty 3

Decorations

Reggae flagsqty 12
Colored clothsqty 8
Tableclothsqty 12
Stage banner
Program postersqty 20

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4

Catering

Groceries

Tips

Confirm the date and location before booking performers or suppliers. Then apply for permits and check insurance early, because approval times can vary and missing paperwork can delay the event.
Review the technical rider with the sound and lighting teams before equipment is reserved. Check that speakers, subwoofers, monitors, microphones, DI boxes, cables and power distribution match the performers’ requirements.
Set bar and catering quantities from expected attendance, not from the room capacity alone. Collect dietary requirements during registration and schedule enough bar shifts to cover setup, the full concert and closing.
Assign the setup team in advance and label the stage sections, crowd barriers, furniture, wristbands and signs. Include a separate check for reusable glasses, coolers, extension cords and lighting stands, since these are easy to overlook during load-in.
Check the weather forecast before final setup decisions, especially if party tents, outdoor tables or battery lanterns are involved. Publish the program only after artist transport, soundcheck times, volunteers and first-aid coverage are confirmed.

Frequently asked questions

How far in advance should I plan a reggae concert?: Start the main planning at least 12 weeks before the concert. Use the first weeks for the date, location, performers, permits, insurance and suppliers, then leave the final 2 weeks for registrations, staffing, stock and technical checks.
When should I book the sound and lighting for a reggae concert?: Book or confirm both plans at least 8 weeks before the event, once the technical rider is available. Recheck the equipment list 7 days before setup and verify power, cables, monitors and microphones during load-in.
How many bar staff do I need for a reggae concert?: Plan at least 1 bar worker per 50 guests for a normal service point, then add coverage for breaks and peak periods. Finalise the shift schedule 7 days before the concert and make sure stock, coolers and reusable glasses are counted before opening.
When should I send invitations and collect dietary requirements?: Send invitations or open registrations about 6 weeks before the concert. Set a clear dietary-requirement deadline no later than 10 days before the event so catering can order and prepare accurately.

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.