Soul concert checklist: what to arrange and when

A soul concert needs more than a confirmed band and a venue. You also need a workable sound plan, recorded performance times, guest registration, catering quantities and enough people to run access control and setup. Start with the date, location and permits, then lock in the performers and their technical requirements. In the final days, focus on registrations, shopping, chilled drinks, deliveries and a stage that is ready 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
Confirm reservations
Check permits
Confirm performers
Gather technical requirements
2 people
Record performance times
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Hang promotional posters
2 people
Publish the program
Send artist information
Determine catering quantities
2 people
Reserve equipment
Reserve furniture
Assign volunteers
2 people
Prepare access control
2 people
Check emergency exits
2 people
Process final registrations
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
3 people

Event

Open venue
2 people
Receive deliveries
2 people
Set up the stage
4 people
Set up sound equipment
4 people
Install lighting equipment
3 people
Secure power outlets
2 people
Set up tables
3 people
Set up chairs
3 people
Hang up decorations
2 people
Dress the stage
2 people
Set up the catering buffet
3 people
Set up the bar
2 people
Set up the cloakroom
2 people
Signpost the entrance
2 people
Check sanitary facilities
2 people
Welcome performers
2 people
Set up artist room
2 people
Run the sound check
4 people
Test microphones
2 people
Perform lighting test
2 people
Staff the entrance desk
2 people
Welcome visitors
3 people
Distribute program
2 people
Serve welcome drinks
3 people
Give the opening speech
Support the first performance
3 people
Serve snacks
3 people
Refill drinks
2 people
Announce break
Support the second performance
3 people
Restock the buffet
3 people
Clear tables
2 people
Guide the third performance
3 people
Serve dinner
4 people
Clear the dance floor
2 people
Support the main performance
4 people
Handling audience questions
2 people
Support the final performance
3 people
Announce the farewell
Guide visitors to the exit
3 people
Collect lost and found items

Aftercare

Turn off the sound equipment
3 people
Switch off lighting equipment
2 people
Collect tableware
3 people
Collect waste
3 people
Dismantle furniture
4 people
Dismantle the stage
4 people
Clean the venue
4 people
Clean the restrooms
2 people
Clear the artist room
2 people
Pack equipment
3 people
Inventory materials
2 people
Return borrowed items
2 people
Dispose of waste
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Beer tablesqty 6
Cocktail tablesqty 8
Chairsqty 110
Coat racksqty 3
Clothes hangersqty 120
Bollardsqty 8

Equipment

Mixer
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Music instrument cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 20
Laptop for music
Stage lightingqty 8
Light standsqty 4
Cable tiesqty 100

Lighting

Atmosphere lightsqty 12
LED string lightsqty 6
Battery lanternsqty 8

Tableware

Water glassesqty 120
Wine glassesqty 100
Coffee cupsqty 60
Platesqty 120
Dessert platesqty 100
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Serving traysqty 12
Small bowlsqty 20
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8

Decorations

Table runnersqty 14
Flower arrangementsqty 10
Stage backdrop
Program boardsqty 4
Directional signsqty 8

Catering

Drink dispensersqty 4
Buffet warmersqty 4
Serving plattersqty 16
Ice packsqty 24
Bottle openersqty 4
Corkscrewsqty 3
Groceries

Cleaning

Waste binsqty 10
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 12

Safety

Fire extinguishersqty 4
Flashlightsqty 6
Reflective vestsqty 8
First aid kitsqty 2

Communication

Walkie-talkiesqty 6
Charging stationsqty 2
Name stickersqty 30

Tips

Confirm the performers’ input list early, including microphones, DI boxes, monitor speakers, mixer channels and power needs. Leave at least two weeks to resolve equipment gaps rather than discovering them during stage setup.
Record the full performance schedule, including soundcheck, changeovers and doors opening. A 30-minute buffer before the first set gives volunteers time to finish access control and deal with late deliveries.
Calculate catering from final registrations, then add a small buffer for walk-ins and crew. Collect dietary requirements before you place the order, not when guests are already waiting for food.
Walk the venue with the access team before opening. Check emergency exits, position bollards where needed, and make sure cable trays and cable ties keep routes clear around the stage and audience.
Chill drinks and prepare tableware before doors open. Set out separate areas for beer tables, cocktail tables, chairs and coats so guests do not block the entrance while the concert is getting started.

Frequently asked questions

How far in advance should I book a soul concert venue and performers?: Aim to confirm both at least 8 to 12 weeks before the concert. That leaves time to check permits, publish the program, send invitations and match the venue with the performers’ technical requirements.
What sound equipment does a soul concert usually need?: Plan the system around the confirmed artist requirements, but allow for a mixer, main speakers, subwoofers, monitor speakers, microphones, stands, DI boxes and instrument cables. Complete the equipment check at least 7 days before setup.
How much catering should I order for a soul concert?: Base quantities on the final registration count and add around 10% for late guests, performers and volunteers. Finalise dietary requirements and catering quantities 3 to 5 days before the event.
When should I set up the stage for a soul concert?: Open the venue early enough to assemble stage sections, lighting and sound before guests arrive; a 3-hour setup window is a practical minimum. Schedule the soundcheck before doors and keep at least 30 minutes free for adjustments.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.