Secret concert checklist

A secret concert needs more coordination than a standard gig because guests need the right information at the right time. Book the venue and sound equipment first, then confirm performers, permits and registrations before sharing the route. In the final week, prepare the artist briefing, shopping and materials. On the day, allow time for sound, lighting, cable safety, check-in, drinks and the audience area 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

Reserve venue
Reserve sound equipment
Check permits
Confirm performers
Send invitations
2 people
Process registrations
Collect dietary requirements
Share secret route
Confirm the program
Make a shopping list
Do the shopping
2 people
Collect materials
2 people
Send artist briefing
Inspect venue
2 people
Check power outlets
2 people
Set up the audience area
3 people
Set up tables and chairs
4 people
Set up the sound system
3 people
Connect lighting
2 people
Securely finish cables
2 people
Set up artist room
2 people
Hang decorations
2 people
Chill drinks
2 people
Set out snacks
3 people
Set up the check-in desk
2 people
Restock the toilets
Clear the safety route
2 people
Test sound system
3 people
Run the sound check
4 people

Event

Welcome visitors
3 people
Check registrations
2 people
Serve drinks
3 people
Serve snacks
2 people
Refill drinks
2 people
Assist performers
Announce the program
Check public area
2 people
See off the last visitors
3 people

Aftercare

Take down the sound system
3 people
Dismantle lighting
2 people
Put furniture back
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Inventory materials
2 people
Keep lost and found items
Return rental equipment
2 people
Return venue keys

What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
High tablesqty 4
Clothes racksqty 2
Waste binsqty 4

Tableware

Reusable drinking glassesqty 120
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6
Bottle openersqty 4

Equipment

Speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Stage monitorsqty 2
Audio cablesqty 12
Laptop
Coolersqty 4
Ice containersqty 3

Lighting

LED spotlightsqty 8
String lightsqty 6
Work lightsqty 4
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10

Decorations

Wayfinding signsqty 6
Wristbandsqty 100
Table décorqty 8

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Storage binsqty 12
Serving tongsqty 6

Cleaning

Mopqty 2
Bucketqty 2
Broomqty 2
Dustpan and brushqty 2
Reusable cleaning clothsqty 12

Safety

First aid kit
Hearing protectionqty 100

Catering

Groceries

Tips

Keep the location private until the route is ready to send. Share it only with registered guests and set a clear deadline, such as 24 hours before doors open, so late changes do not create confusion.
Complete the technical check before decorating. Test the mixer, microphones, DI boxes, monitors and power outlets while there is still time to replace a cable or change the setup.
Allow at least 3 hours for venue setup if you need to arrange tables and chairs, build the sound system, connect lighting, secure cables and prepare the artist room.
Plan drinks for the timing of the event, not just the guest count. Chill them before doors open, place bottle openers where people can find them and keep extra ice available for the busiest first hour.
Set up check-in before the audience area is finished. Put wristbands, the guest list and wayfinding signs together, and leave a clear route from arrival to seating without cables crossing it.

Frequently asked questions

How far in advance should I plan a secret concert?: Start at least 6 to 8 weeks ahead if you need a venue, performers, sound equipment or permits. Use the final 7 days for registrations, dietary requirements, shopping, materials and the secret route.
When should I send the secret concert route?: Send the route after registrations are processed and the venue details are confirmed, usually 24 to 48 hours before the concert. Keep a final contact method ready for guests who cannot find the entrance.
How long does it take to set up a secret concert?: Allow 3 to 4 hours for a small setup with sound, lighting, seating, check-in and drinks. Add at least 30 minutes for a full soundcheck and a separate safety check of extension cords, power strips and cable mats.
What should I check before guests arrive at a secret concert?: Check the program, performers, power outlets, sound system, lighting, artist room, drinks, snacks and registration desk at least 60 minutes before doors open. Keep work lights available until the final setup is complete.

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.