Student concert checklist: what to arrange and when

A student concert involves more than booking bands and opening the doors. You need time for permits, technical requirements, ticketing, artist information, volunteer shifts and the practical venue setup. Start with the date, program and budget, then confirm the venue and performers before promoting the event. In the final week, print the run sheet, check every cable and microphone, chill the drinks and give artists and volunteers clear arrival instructions.

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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
Contact artists and bands
2 people
Confirm performances
2 people
Reserve venue
Check permits
Gather technical requirements
2 people
Create the program and schedule
2 people
Set the budget and ticket price
2 people
Send invitations
2 people
Post promotion online
2 people
Hang posters
2 people
Process registrations
2 people
Collect dietary requirements
Collect artist information
Order catering
2 people
Reserve technical equipment
2 people
Assign volunteers
2 people
Create admission and audience rules
Share the artist route
Print the run sheet
Do the shopping
3 people
Chill drinks
2 people
Check materials
2 people

Event

Open venue
2 people
Unload the technical equipment
4 people
Build the stage and playing area
4 people
Set up sound system
3 people
Set up microphones and stands
2 people
Set up lighting
2 people
Connect power supply
2 people
Set up tables and chairs
4 people
Set up the entrance and coat check
2 people
Set up bar and serving station
3 people
Hang up decorations
3 people
Put up program and route signs
2 people
Prepare catering
3 people
Welcome performers
2 people
Run the sound check
4 people
Brief audience guides
2 people
Open the doors
4 people
Welcome visitors
4 people
Check tickets
3 people
Staff the cloakroom
2 people
Support the first performance
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Guide performer changes
2 people
Guide crowd flow
3 people
Operate technical equipment during performances
3 people
Announce break
Check stock and waste
2 people
Support the final performance
2 people
Announce the final round
Guide visitors to the exit
3 people
Check out artists
2 people
Close the bar
3 people
Lock the cloakroom
2 people

Aftercare

Tear down audio equipment
4 people
Dismantle lighting
2 people
Put furniture back
4 people
Collect waste
3 people
Wash dishes and glasses
3 people
Clean the bar and kitchen
3 people
Clean halls and floors
4 people
Check and clean the restrooms
2 people
Remove decorations
2 people
Collect lost and found items
Count and pack materials
3 people
Return rental items
2 people
Store leftover stock
2 people
Return venue keys
Archive photos and files

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 120
Stage sectionsqty 8
Tableclothsqty 10

Equipment

Music speakersqty 2
Subwoofersqty 2
Mixer
Stage monitorsqty 3
Wireless microphonesqty 4
Microphone standsqty 5
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Speaker cablesqty 6
Power stripsqty 10
Extension cordsqty 10
Cable matsqty 12
Laptop

Lighting

LED spotlightsqty 8
Light standsqty 2
Mood lightingqty 6
Battery lampsqty 8

Tableware

Water glassesqty 100
Wine glassesqty 60
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving bowlsqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Pliersqty 6
Bottle openersqty 4
Waste binsqty 8

Decorations

Concert postersqty 20
Program flyersqty 180
Stage drapesqty 3
Buntingqty 12
Table décorqty 10
Directional signsqty 12
Name badgesqty 40
Wristbandsqty 180
Cloakroom numbersqty 150

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the venue and performances before publishing posters or opening registrations. Allow at least 4–6 weeks for promotion, ticket sales and collecting dietary requirements.
Ask each artist for an input list, stage plot, arrival time and route to the venue. Compare this with your mixer, microphones, monitors, DI boxes, cables and power distribution before hiring extra equipment.
Build the schedule around setup and soundcheck, not only the performance times. Reserve a clear unloading window, then allow at least 60 minutes for technical setup and testing before doors open.
Assign volunteers to specific jobs and time slots, including admission, artist support, bar service, cable safety and closing. Print one run sheet for the production team and share the artist route in advance.
Check the room twice: once before shopping and again on the event day. Count chairs, tables, coat hangers, glasses, plates and cutlery, and place cable mats wherever audience members may cross cables.

Frequently asked questions

How far in advance should I organize a student concert?: Start planning 8–12 weeks before the concert. Book the venue and artists first, then leave at least 4 weeks for promotion, registrations, technical planning and volunteer scheduling.
When should I book the sound and lighting equipment?: Reserve technical equipment as soon as the artists’ requirements are confirmed, preferably 4–6 weeks in advance. Recheck the equipment list 7 days before the concert and test everything during setup.
How much time do I need for concert setup?: Plan at least 3 hours for unloading, stage assembly, speakers, monitors, microphones, lighting and cable safety. Add a separate soundcheck period of 60–90 minutes before the audience enters.
When should I print the run sheet and finalize volunteers?: Finalize volunteer shifts and the schedule 7 days before the concert. Print the run sheet 1–2 days beforehand, then make any final changes after the venue and equipment check.

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.