Summer concert checklist: what to arrange and when

A summer concert needs more than a confirmed band and a sunny forecast. This checklist takes you from choosing the date and checking permits to testing power outlets, preparing the sound setup and closing the site. It also covers the details that are easy to leave too late: dietary requirements, artist information, volunteer contacts, change for the cash register and a bad-weather plan. Work through the plan in order, then use the final site inspection to catch missing equipment, cables or signage.

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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
Check permits
Set the music program
2 people
Confirm performing musicians
2 people
Gather technical requirements
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Make reservations
Send artist information
Assign volunteers
2 people
Create a contact list
Check the weather forecast
Prepare bad weather plan
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Portion catering
3 people
Prepare cash register and change
2 people
Print programs
Make name badges
Clear the stage
3 people
Inspect the site
2 people
Check power outlets
2 people
Test sound
3 people
Test the lighting
2 people
Set up tables
4 people
Set up chairs
4 people
Set up party tents
4 people
Set up the buffet
3 people
Set up the bar
3 people
Hang decorations
3 people
Mark the stage
2 people
Place waste stations
2 people
Check toilets
2 people

Event

Welcome performers
2 people
Brief performers
2 people
Welcome the audience
3 people
Hand out programs
2 people
Handle ticket sales
2 people
Guide audience seating
2 people
Providing announcements
Coordinate music performances
3 people
Monitor sound level
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Restock the buffet
2 people
Provide coffee and tea
2 people
Keep tables clean
2 people
Collect waste
2 people
Check toilets
Coordinate first aid
See the audience out
3 people
Close the register
2 people

Aftercare

Switch off equipment
2 people
Store instruments safely
3 people
Wash dishes
3 people
Clean the bar
2 people
Clean the buffet
2 people
Clean up the venue
5 people
Fold chairs
4 people
Take down tables
4 people
Take down party tents
4 people
Remove decorations
3 people
Dispose of waste
3 people
Clean the venue
4 people
Gather borrowed items
2 people
Check the equipment
2 people
Return materials
2 people
Chill leftover food
2 people
Store leftover drinks
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Chairsqty 120
Buffet tablesqty 3
Bar stoolsqty 8
Tableclothsqty 10

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker cablesqty 4
Microphone cablesqty 6
Extension cordsqty 6
Power stripsqty 6
DI boxesqty 3
Music standsqty 10
Cable reelsqty 3

Lighting

LED lampsqty 8
String lightsqty 6
Battery lampsqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Balloon ribbonqty 2
Stage drapesqty 2
Menu boardsqty 4

Tableware

Drinking glassesqty 150
Wine glassesqty 80
Coffee cupsqty 50
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 8
Pitchersqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving tongsqty 8
traysqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Toilet brushesqty 2

Catering

Cash register
Cash box
Price signsqty 6
Ice packsqty 20
Groceries

Tips

Confirm the date, location and permit requirements before inviting anyone. Allow at least four weeks for permits or local approvals, because a confirmed performer does not replace permission to use the site.
Send performers a complete information pack no later than two weeks before the concert. Include arrival time, set times, parking or access details, technical requirements and a named contact person.
Check the power layout during the site inspection, not on concert day. Count the available outlets and test extension cords, power strips, cable reels and speaker connections before equipment is placed.
Set a firm deadline for registrations and dietary requirements, ideally 7–10 days before the event. This gives you time to make reservations, buy food, portion catering and prepare enough plates, cups and cutlery.
Make the weather decision process explicit 24 hours before the concert. Check the forecast, confirm who activates the bad-weather plan, and have party tents, battery lamps and covered equipment areas ready before guests arrive.

Frequently asked questions

How far in advance should I plan a summer concert?: Start at least 8–12 weeks ahead. Confirm the date, location, permits and musicians first; leave the final week for shopping, printing programs, checking registrations and testing the technical setup.
When should I check permits for a summer concert?: Check permit requirements as soon as the location is shortlisted, preferably 8 weeks before the event. Submit any application at least 4 weeks ahead, or earlier if the local authority requires more processing time.
How much food and drink should I prepare for a summer concert?: Use the final registration count and dietary information as your base, then add about 10% for unexpected guests and handling losses. Chill drinks several hours before opening and portion catering shortly before serving.
When should I test the sound equipment and power?: Do a full sound and power test during setup, with at least 2 hours before the first performance. Check speakers, mixer, microphones, stands, cables, DI boxes, extension cords and every outlet under load.

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.