Sponsor concert checklist: what to arrange and when

A sponsor concert involves more than booking musicians and serving drinks. You need to align sponsor commitments, permits, technical requirements, guest registration and hospitality before the event day. Use this checklist to work through the plan in order, from fixing the date and venue to printing the run sheet and cooling the drinks. It also highlights details that are easy to leave until the last minute, such as sponsor logos, dietary requirements, access keys and backstage furniture.

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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
Compile the music program
3 people
Confirm performing musicians
2 people
Record sponsor agreements
2 people
Check permits
Check insurance
Reserve sound equipment
2 people
Book catering
2 people
Reserve photographer
Design invitations
2 people
Send invitations
2 people
Post promotion online
2 people
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Create final guest list
2 people
Have the program printed
Collect sponsor logos
2 people
Prepare name badges
2 people
Assign volunteers
2 people
Print the run sheet
Check technical requirements
2 people
Arrange keys and access
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
4 people

Event

Open venue
2 people
Clear the stage area
4 people
Set up tables and chairs
5 people
Set up the entrance desk
2 people
Build the catering buffet
3 people
Set up the bar
3 people
Hang up decorations
3 people
Install sponsor banners
2 people
Set up sound equipment
3 people
Set up lighting equipment
2 people
Set up instruments
4 people
Perform sound check
4 people
Perform a lighting check
2 people
Set out the programs
2 people
Brief volunteers
3 people
Check doors and escape routes
2 people
Staff the entrance
3 people
Welcome guests
3 people
Hand out programs
2 people
Register donations
2 people
Host the concert
Serve drinks
4 people
Serve snacks
4 people
Refill drinks
2 people
Restock the buffet
2 people
Collect used dishes
2 people
Check toilets
Supervise the break program
2 people
Thank sponsors
Escort the last guests
2 people

Aftercare

Tear down audio equipment
3 people
Store instruments safely
4 people
Remove decorations
3 people
Put furniture back
5 people
Collect waste
3 people
Wash dishes
3 people
Clean the bar and kitchen
3 people
Clean the room
4 people
Clean the restrooms
2 people
Close cash register and donations
2 people
Collect lost and found items
Return equipment
2 people
Return venue keys
Send sponsor thank-yous
2 people
Share photos with participants

What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Bar stoolsqty 6
Coat racksqty 2
Dressing room tablesqty 3
Changing room chairsqty 12

Equipment

Speakersqty 4
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 12
Extension cordsqty 6
Power stripsqty 10
Laptop
Music standsqty 12
Cable matsqty 12

Lighting

Stage lightsqty 6
Atmosphere lightsqty 10
Light standsqty 4

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8
Storage binsqty 12
Washing-up bowlsqty 3

Decorations

Sponsor bannersqty 8
Buntingqty 6
Tableclothsqty 12
Flower arrangementsqty 8
Program boardsqty 4
Directional signsqty 10

Catering

Entrance desk
Donation boxesqty 3
Cash register
Payment terminal
Menu Card Holdersqty 6
Drink dispensersqty 3
Bottle openersqty 4
Thermos flasksqty 6
Waste binsqty 8
Coat hangersqty 150
Name badgesqty 40
Program leafletsqty 150
Vocal cordsqty 120

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8
Toilet brushesqty 3

Groceries

Groceries

Tips

Confirm the venue’s technical requirements with the musicians and sound technician at least 2–3 weeks before the concert. Check inputs, DI boxes, microphones, music stands, power points and cable routes rather than assuming the venue has everything.
Set a firm deadline for sponsor logos, guest names and dietary requirements. A deadline 10–14 days before the concert gives you time to prepare the printed programme, name badges and final guest list.
Assign volunteers to specific jobs and shifts, including reception, cloakroom, backstage support, catering and access control. Share the printed run sheet with them at least 1 day before doors open.
Plan the first hour of hospitality separately from the rest of the evening: allow 2–3 drinks per guest for that opening hour, then confirm enough glasses, chilled storage, coffee equipment and serving items.
Walk through access and setup on the day before the concert. Check keys, loading routes, dressing-room tables and chairs, stage lighting, extension reels, power strips and cable mats before equipment arrives.

Frequently asked questions

How far in advance should I organise a sponsor concert?: Start the main planning at least 8–12 weeks before the concert. Book the venue, musicians, sound equipment and catering first, then set deadlines for sponsors, invitations and guest information.
When should sponsor logos be submitted for the programme?: Set the final logo deadline 10–14 days before the event. This leaves enough time to check file quality, place the logos, approve the layout and print the programmes.
How many drinks do I need for a sponsor concert?: For the first hour, plan on 2–3 drinks per guest, then adjust for the expected length of the concert. Add chilled water and allow extra glasses so service does not stop while items are being washed or collected.
When should the final guest list be ready?: Close registrations about 5–7 days before the concert and produce the final guest list 3–4 days beforehand. Use it to prepare name badges, seating or reception information and the volunteer briefing.

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.