Street concert checklist: what to arrange and when

A street concert needs more than performers and speakers. You must secure the permit, confirm the route, check noise limits and record the available power before the programme is fixed. This checklist also covers resident notices, traffic measures, volunteers, catering and the equipment test. Work through it from permissions and programming to shopping, setup and the final weather check so late changes do not disrupt the performance.

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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

Apply for a permit
Confirm location and route
2 people
Check noise restrictions
Contact performers
2 people
Draw up the artist schedule
2 people
Confirm performers
Gather technical requirements
Make reservations
Record the power supply
2 people
Arrange catering
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Inform local residents
2 people
Communicate traffic measures
Hang up promotion
2 people
Check the weather forecast
Do the shopping
2 people
Collect materials
3 people
Test the equipment
2 people
Print program
Prepare artist briefing
Set up non-perishable supplies
2 people
Confirm work allocation

Event

Clear the site
4 people
Set up traffic barriers
4 people
Build stage floor
4 people
Set up party tents
4 people
Set up tables and chairs
3 people
Set up the bar
3 people
Connect power
2 people
Set up the sound system
3 people
Connect microphones
2 people
Set up lighting
2 people
Tape down cables
2 people
Perform the technical sound check
3 people
Set up instruments
3 people
Prepare catering
3 people
Chill drinks
2 people
Present snacks
2 people
Set up info table
2 people
Hang up the program
Welcome performers
2 people
Assist performers
2 people
Welcome the audience
3 people
Guide the opening act
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Keep the audience area clean
2 people
Change performers
2 people
Host the stage program
Check the sound level
Turn on lighting
Support the final performance
2 people
Ensure the audience leaves safely
4 people
Turn off the sound system
2 people
Close the bar
3 people

Aftercare

Dismantle equipment
3 people
Dismantle stage and tents
4 people
Collect furniture
3 people
Collect waste
4 people
Sweep the street
3 people
Remove traffic barriers
4 people
Wash dishes
2 people
Clean the bar
2 people
Return materials
3 people
Return equipment
2 people
Store leftover stock
2 people
Check borrowed items
2 people
Collect lost property
Pay performers
Hand over the venue
2 people

What to bring

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

Furniture

Stage floor
Party tentsqty 3
High tablesqty 8
Foldable tablesqty 6
Chairsqty 40
Bar stoolsqty 8
Bar matsqty 2
Crowd control barriersqty 12
Traffic barriersqty 8

Equipment

Speakersqty 4
Mixer
Microphonesqty 4
Microphone standsqty 4
Monitor speakersqty 2
DI boxesqty 4
Audio cablesqty 12
Cable reelsqty 6
Extension cordsqty 10
Power stripsqty 8
Power splitterqty 2
Spare batteriesqty 24
Sound meter
Music standsqty 6

Lighting

LED floodlightsqty 6
String lightsqty 6
Work lightsqty 4
Lanternsqty 8

Tableware

Reusable cupsqty 250
Wine glassesqty 40
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Water jugsqty 8

Kitchen

Coolersqty 6
Ice containersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Ice packsqty 24

Decorations

Stage drapesqty 4
Buntingqty 10
Balloonsqty 100
Program postersqty 12
Info boardsqty 4

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 24

Catering

Groceries

Tips

Start permits, location approval and route confirmation several weeks ahead; noise restrictions and traffic measures can affect both the programme and the number of barriers needed.
Build the artist schedule only after you have each performer’s technical requirements, including microphones, DI boxes, monitor speakers, mixer inputs and power connections.
Record every available power outlet before setup day, then match it to cable reels, extension cords, power strips and the sound system. Test the full setup, not just individual speakers, before the audience arrives.
Tell local residents and nearby businesses about the concert and traffic measures at least 7 days in advance. Include the start and finish time, route changes and a contact person for questions.
Prepare the artist briefing and printed programme before the event day, and confirm volunteer roles at least 48 hours beforehand. Keep spare batteries, work lights and a weather backup ready for late changes.

Frequently asked questions

How far in advance should I apply for a street concert permit?: Apply as soon as the date and location are known, preferably at least 6 to 8 weeks before the concert. Permit processing times and local requirements vary, and the route or sound limits may need adjustments.
How many volunteers do I need for a street concert?: Plan at least 1 volunteer per key area: artist support, audience flow, traffic points, catering and equipment. For a small concert, 6 to 10 volunteers usually gives you enough cover for breaks and unexpected tasks.
When should I inform local residents about a street concert?: Send the notice at least 7 days before the event, and earlier if roads or parking spaces are affected. Repeat the essential timing and traffic information 24 to 48 hours before the concert if changes are likely.
How early should the sound system be tested?: Finish the full sound check at least 2 hours before the first performance. Allow extra time to trace cable or power problems, test microphones and monitors, and adjust the system to meet noise restrictions.

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.