Square concert checklist: what to arrange and when

A square concert combines a live stage, public space, technical production and changing weather, so small omissions can cause delays. Start by fixing the date, programme and performers, then confirm permits, power, sound requirements and the venue layout. In the final week, coordinate deliveries, volunteers, registrations and dietary information. On the day, allow time for stage assembly, sound checks, audience routing and keeping emergency exits clear.

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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

Set the date and program
2 people
Confirm performers
2 people
Coordinate repertoire and playing times
2 people
Gather technical requirements
2 people
Reserve the venue and square
2 people
Check permits
2 people
Set sound guidelines
2 people
Check power supply
2 people
Determine the weather scenario
2 people
Send invitations
2 people
Post promotion online
2 people
Hang posters
3 people
Process registrations
2 people
Collect dietary requirements
2 people
Assign volunteers
2 people
Confirm deliveries
2 people
Make reservations
2 people
Check the shopping list
2 people
Do the shopping
3 people
Transport drinks refrigerated
2 people
Gather music files
2 people
Prepare the stage layout
2 people
Create technical schedule
2 people
Determine audience routing
2 people
Keep emergency exits clear
2 people
Check toilets
2 people
Hand out the contact list
2 people
Prepare the cash register
2 people
Lay out program brochures
2 people
Inspect the site
3 people
Confirm delivery times
2 people

Event

Set up tables and chairs
6 people
Build stage sections
6 people
Set up the sound system
4 people
Connect microphones
2 people
Set up instruments
4 people
Securely finish cables
3 people
Install lighting
3 people
Hang up decorations
3 people
Put up the information board
2 people
Set up the bar
4 people
Fill coolers
3 people
Set up coffee station
2 people
Set up catering
4 people
Lay out crockery and cutlery
2 people
Place waste stations
2 people
Restock toilet supplies
2 people
Staff the cash register
2 people
Welcome performers
2 people
Run the sound check
4 people
Announce the program
Welcome the audience
3 people
Serve drinks
4 people
Serve snacks
3 people
Refill drinks
3 people
Serve coffee and tea
2 people
Check bar stock
2 people
Collect waste
2 people
Answer audience questions
2 people
Assist performers
2 people
Play break music
Check the sound level
2 people
Adjust lighting
2 people
Announce the final program
Process final orders
2 people
Ensure the audience leaves safely
4 people

Aftercare

Turn off the sound equipment
3 people
Pack instruments
4 people
Dismantle the stage
6 people
Clear tables and chairs
5 people
Remove decorations
3 people
Pack bar stock
3 people
Wash dishes
3 people
Sort waste
3 people
Clean the grounds
5 people
Clean the restrooms
2 people
Check borrowed items
2 people
Return materials
3 people
Close the register
2 people
Store leftovers
2 people
Collect lost and found items
2 people
Hand over the venue
2 people
Return keys and access cards

What to bring

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

Furniture

Beer tablesqty 8
Folding chairsqty 80
Bar counterqty 2
High tablesqty 8
Stage sectionsqty 12
Artist tableqty 2
Clothes racksqty 2

Equipment

Sound system
Mixer
Microphonesqty 6
Microphone standsqty 6
Speakersqty 4
Monitor speakersqty 2
DI boxesqty 4
Instrument cablesqty 12
Microphone cablesqty 12
Cable reelsqty 6
Extension cordsqty 10
Cable matsqty 10
Spare batteriesqty 24
Music standsqty 12
Laptop stand

Lighting

LED spotlightsqty 8
Light standsqty 2
String lightsqty 4
Work lightsqty 4
Flashlightsqty 4

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving trays with lidsqty 8
Storage binsqty 12

Decorations

Buntingqty 8
Stage drapesqty 4
Program boardsqty 3
Directional signsqty 8
Tableclothsqty 12
Chalkboardsqty 4

Cleaning

Waste binsqty 10
Waste binsqty 4
Broom setsqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 20
Hand broomsqty 4

Catering

Groceries

Tips

Confirm technical requirements with every performer before creating the stage plan. List microphones, DI boxes, monitor speakers, music stands and instrument connections, then build the sound schedule around the actual playing times.
Check the power supply early rather than relying on venue assumptions. Map cable runs, bring cable reels and extension cords, and cover cables with cable mats wherever the audience or crew will cross.
Choose a weather scenario before promotion starts. Decide what happens to the stage, sound system, LED spotlights, drinks and seating if rain or strong wind is forecast, and communicate changes through the same channel as the invitations.
Set audience routing before placing beer tables, high tables, folding chairs and the bar counter. Leave emergency exits unobstructed and keep a clear route for deliveries, performers and anyone needing assistance.
Transport drinks refrigerated and confirm deliveries before the event day. Count reusable drinking glasses, coffee cups and plates alongside the shopping list so serving equipment does not become the last-minute shortage.

Frequently asked questions

How far in advance should I organise a square concert?: Start at least 8 to 12 weeks ahead. Use the first weeks to secure the date, performers, venue or square, permits and technical requirements; leave the final 7 days for confirmations, shopping and volunteer assignments.
When should I confirm the sound requirements for a square concert?: Collect them as soon as the performers are confirmed, ideally 6 to 8 weeks before the concert. Finalise the technical schedule and stage layout at least 7 days before setup, including microphones, monitors, DI boxes and power connections.
How many volunteers do I need for a square concert?: Plan separate cover for setup, performer support, audience questions, drinks and closing duties. As a working minimum, schedule 1 coordinator, 2 people for setup and 2 people for audience and drinks during the busiest period, then add staff for the expected crowd size.
What should I do if the weather forecast changes before the concert?: Check the forecast 72 hours before the event and again on the morning itself. Apply the weather scenario you agreed in advance, then notify performers, volunteers and registered visitors as soon as the decision affects access, timing or cancellation.

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.