Theater concert planning checklist

A theater concert depends on two plans running together: the audience experience and the technical production. Confirm the venue and artist contracts first, then build the programme, open ticket sales and collect the information performers and guests need. Sound, lighting, instruments and stage layout should be settled before the final run sheet is printed. This checklist also covers often-missed details such as dietary requirements, name badges, chilled drinks and visitor lists.

Organize this event for free with Lizzt

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
Confirm artist contracts
Compile program
2 people
Open ticket sales
Send invitations
2 people
Distribute promotional materials
2 people
Reserve sound equipment
Make a booking for lighting equipment
Make a reservation for musical instruments
Check permits
Prepare insurance documents
Process registrations
2 people
Collect dietary requirements
Collect artist information
Gather technical requirements
2 people
Print the run sheet
Print the visitor list
Prepare name badges
2 people
Work out the stage layout
2 people
Gather music files
Create technical schedule
2 people
Place catering order
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Clear the loading and unloading area
2 people
Set up stage sections
4 people
Set up chairs
4 people
Set up tables
2 people
Set up sound equipment
4 people
Set up lighting equipment
3 people
Set up instruments
3 people
Connect microphones
2 people
Test the equipment
3 people
Program lighting settings
2 people
Decorate the stage
3 people
Set up the foyer
3 people
Set up the catering buffet
3 people
Set up the cloakroom
2 people
Set up registration desk
2 people
Check toilets
Welcome performers
2 people
Set up artist catering
2 people
Run the sound check
4 people
Open the doors
3 people
Register visitors
3 people
Staff the cloakroom
2 people
Hand out program brochures
2 people
Serve coffee and tea
2 people
Guide the first concert segment
3 people
Serve the break buffet
4 people
Refill drinks
2 people
Guide second concert part
3 people
Serve the artists' meal
2 people
Support the evening program
3 people
Serve drinks and snacks
4 people
Moderate audience questions
Guide the farewell and applause
2 people
See visitors out
3 people
Lock the cloakroom
2 people
Switch off equipment
2 people

Aftercare

Pack instruments
3 people
Dismantle audio equipment
4 people
Dismantle lighting equipment
3 people
Dismantle the stage
4 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the foyer
3 people
Clean the room
3 people
Clean the restrooms
2 people
Clear the cloakroom
2 people
Remove decorations
2 people
Gather borrowed materials
2 people
Return equipment
2 people
Hand over the venue
2 people
Process artist settlement

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Chairsqty 180
Foldable tablesqty 12
Bar stoolsqty 6
Coat racksqty 4
Clothes hangersqty 180
Waste binsqty 10

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 120
Coffee spoonsqty 120
Pastry platesqty 180
Dessert forksqty 180
Serving spoonsqty 12
Serving traysqty 12

Decorations

Stage curtainsqty 2
Backdrop cloth
Tableclothsqty 12
Flower arrangementsqty 8
Menu standsqty 6
Program standsqty 4
Welcome sign
Red carpet

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Laptopsqty 2
USB sticksqty 3
Music standsqty 8
Instrument standsqty 8
Sound insulation panelsqty 8

Lighting

LED spotlightsqty 8
Theatre spotlightsqty 6
Light standqty 2
Light controller

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20

Safety

Fire extinguishersqty 3
Cable matsqty 12
Bollardsqty 8

Catering

Groceries

Tips

Confirm sound, lighting and musical instrument reservations several weeks before the concert, then collect the artists’ technical requirements in writing. A late change to microphones, DI boxes or the mixing console can affect the entire stage plan.
Create the programme before opening ticket sales, because the running order affects the printed programme, promotional material and the technical schedule. Leave time to check every music file against the final order.
Prepare the visitor list, name badges and run sheet no later than the day before the concert. Print extra copies for the entrance, stage manager and sound desk instead of relying on one digital file.
Measure the stage before placing stage sections, steps, curtains and the backdrop. Mark microphone stands, speakers, subwoofers and audience seating on the layout so walkways and sightlines remain clear.
Order catering after collecting dietary requirements, then check the shopping list before buying. Chill drinks early enough to serve them cold, and count glasses, coffee cups, serving trays and waste bins for the expected attendance.

Frequently asked questions

How far in advance should I organise a theater concert?: Start planning at least 8 to 12 weeks ahead. Confirm the date, venue and artist contracts first, then allow time for permits, ticket sales, promotion, equipment reservations and the technical plan.
When should tickets go on sale for a theater concert?: Open ticket sales as soon as the programme, date and venue are confirmed, ideally 6 to 8 weeks before the concert. This gives you time to process registrations, send invitations and update catering numbers.
When should the technical plan for a theater concert be finished?: Finish the technical plan at least 7 days before the event and update it after the final artist information arrives. Print the run sheet on the day before the concert, with copies for the stage and sound teams.
How many drinks and glasses do I need for a theater concert?: For a reception lasting about 2 hours, plan on 2 to 3 drinks per guest for the first hour and 1 drink for each additional hour. Add at least 10% extra glasses and serving items so a dropped or missing glass does not interrupt service.

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.