Soul concert checklist: what to arrange and when

A soul concert needs more than a booked performer and a room. You need time for the music program, technical setup, guest registrations, catering and artist information to line up without last-minute gaps. Start with the date, venue, permissions and insurance, then build the production plan around the performers. In the final days, confirm arrivals, parking, dietary requirements, volunteers, drinks and the run sheet. This checklist puts those decisions in a workable order.

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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
Book performers
2 people
Check permits
Check insurance
Finalize the music program
2 people
Gather technical requirements
2 people
Create sound plan
2 people
Create lighting plan
2 people
Create catering menu
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Make reservations
Confirm artist information
Share route and parking
Assign volunteers
Print the run sheet
Prepare name badges
Sort wristbands
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Prepare catering
3 people
Open venue
2 people
Receive deliveries
3 people
Check the stage sections
3 people
Set up the stage
4 people
Hang the backdrop
2 people
Connect the sound system
3 people
Set up microphones
2 people
Set up lighting
3 people
Secure power outlets
2 people
Do a line check
3 people
Set up the artists' dressing room
2 people
Set up tables
3 people
Set up chairs and standing tables
3 people
Set up the bar
3 people
Set up the buffet
3 people
Hang decorations
2 people
Set up the entrance desk
2 people
Set up signage
2 people
Check toilets

Event

Welcome artists
2 people
Welcome the audience
3 people
Check tickets
2 people
Staff the coat check
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Provide audience information
Support opening act
2 people
Serve drinks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Coordinate sound transitions
2 people
Coordinate stage changes
3 people
Operate light settings
Monitor crowd flow
2 people
Check toilets periodically
Empty trash bins
2 people
Set out break drinks
2 people
Announce the main act
Support the headliner
3 people
Assist with encores
2 people
Guide the audience to the exit
2 people
Manage coat check
2 people
See off the artists
2 people

Aftercare

Turn off the sound equipment
2 people
Clear the bar stock
2 people
Store leftovers in the fridge
2 people
Collect tableware
3 people
Sort waste
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Tear down stage
4 people
Dismantle the lighting setup
3 people
Dismantle the sound system
3 people
Wash dishes
3 people
Clean the bar and kitchen
3 people
Clean the restrooms
2 people
Clean the floors
3 people
Hand over the venue
2 people
Return materials
2 people
Handle artist agreements

What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Artist chairsqty 8
Tablesqty 12
Chairsqty 120
High tablesqty 10
Coat racksqty 4
Clothes hangersqty 150
Bar stoolsqty 6

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
Cablesqty 4
Audio cablesqty 20
XLR cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Power splittersqty 4
Laptop for music
USB sticksqty 3
Walkie-talkiesqty 8
Power banksqty 4
Flashlightsqty 6
Batteriesqty 24
Toolboxesqty 2
Cable tiesqty 200
Spare fusesqty 10

Lighting

Stage spotlightsqty 8
Light standsqty 4
Light controller
Atmosphere lightsqty 12
Work lightsqty 4

Decorations

Backdrop
Tableclothsqty 12
Plantsqty 8
Garland clothqty 6
Adhesive hooksqty 30
Duct tapeqty 8
Name badgesqty 30
Wristbandsqty 180
Directional signsqty 12

Tableware

Drinking glassesqty 180
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 20
Serving trays with lidsqty 8
Pliersqty 8
Ice packsqty 24
Bottle openersqty 4
Corkscrewsqty 3
Wok pansqty 8
Measuring cupsqty 3

Catering

Groceries
Drink dispensersqty 4
Water jugsqty 8
Buffet risersqty 8
Cooling platesqty 12
Serving traysqty 20
Coffee filtersqty 200
Tea filtersqty 100
Bar towelsqty 4
Strawsqty 400
Cocktail picksqty 500

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Bucketsqty 6
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Rubber glovesqty 12
Toilet brushesqty 4
Towel rollsqty 8

Tips

Book the performers before finalising the program, then collect their technical and arrival requirements in one place. Allow at least 2–3 weeks to resolve missing microphones, monitors, cables or power needs.
Create the sound and lighting plans before the venue opens. Count microphone stands, XLR cables, extension cords and power strips against the stage layout rather than assuming the venue has enough.
Send the route, parking details and arrival time with the invitation or registration confirmation. Artists and guests often need different instructions, so prepare both versions before the final week.
Close guest administration several days before the concert: process registrations, collect dietary requirements, make reservations and prepare name badges or wristbands. Keep a printed list for the door team.
On the event day, chill drinks and set up non-perishable supplies before catering begins. Print the run sheet, assign volunteers and open the venue early enough for the sound and lighting checks to finish before doors open.

Frequently asked questions

How far in advance should I book performers for a soul concert?: Aim to book performers at least 8–12 weeks before the concert. That gives you time to confirm artist information, technical requirements, the music program and promotional details before invitations go out.
When should I create the sound plan for a soul concert?: Create the sound plan as soon as the performers and program are confirmed, ideally 4–6 weeks ahead. Review the mixing console, speakers, subwoofers, stage monitors, microphones and cable requirements with the technical team.
How early should the venue open on the day of a soul concert?: Open the venue at least 4 hours before guests arrive if you need to assemble the stage, position speakers, set lighting and complete a soundcheck. Add more time when equipment or catering is being delivered separately.
When should I collect dietary requirements from concert guests?: Ask for dietary requirements during registration and close the list 5–7 days before the concert. Share the final count with whoever prepares the catering menu, and keep a copy available at the serving area.

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