Tour concert checklist: from booking to load-out

A tour concert involves more than booking an artist and opening the doors. You need to lock the date, review the contract and technical rider, arrange permits and insurance, and coordinate transport, catering, security and ticketing. Work backwards from the concert date so equipment, crew and suppliers arrive on time. This checklist covers the planning sequence, including details that are often left until the final week, such as dietary requirements, parking and the loading area.

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 the concert date
2 people
Check the artist contract
2 people
Record location details
Apply for permits
Check insurance
Create stage and room layout
2 people
Check the technical rider
2 people
Reserve technical equipment
2 people
Finalize catering arrangements
Draw up a security plan
2 people
Check first aid supplies
Send invitations
2 people
Open ticket sales
Distribute promotional materials
3 people
Process registrations
2 people
Collect dietary requirements
Prepare crew list
Confirm transportation and parking
Plan artist transport
Place catering order
Check the shopping list
2 people
Do the shopping
2 people
Deliver equipment
3 people
Open venue
2 people
Clear the loading area
3 people
Unload lighting and sound
6 people
Set up stage sections
6 people
Hang the backdrop
3 people
Finish stage edges
2 people
Assemble light truss
4 people
Set up stage lighting
3 people
Aim the front light
2 people
Set up the speakers
4 people
Set up monitors
3 people
Connect microphones
2 people
Tape down cables securely
2 people
Connect mixing desk
2 people
Set up instruments
3 people
Run the sound check
5 people
Set up backstage
3 people
Prepare artist reception
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Test the cash register and payment terminal
2 people
Set up the entrance and coat check
3 people
Check public area
2 people
Hold crew briefing
6 people

Event

Open the doors
4 people
Check tickets
4 people
Welcome guests
3 people
Staff the cloakroom
2 people
Welcome performers
2 people
Serve catering
3 people
Refill drinks
2 people
Stock backstage
Guide the pre-program
2 people
Announce the main act
Carry out the stage changeover
4 people
Support the concert
5 people
Monitor crowd safety
4 people
Empty trash bins
2 people
Lock the cloakroom
2 people
See the audience out
4 people
See off the artists
2 people

Aftercare

Switch off the equipment
3 people
Dismantle equipment
6 people
Tear down stage
6 people
Remove decorations
3 people
Collect tableware
3 people
Wash dishes
2 people
Clean up catering
3 people
Sort waste
2 people
Clean the room
4 people
Clean backstage
2 people
Clean the restrooms
2 people
Collect lost and found items
Return venue keys
Return rental items
3 people
Inventory equipment
2 people
Close sales proceeds
2 people
Collect supplier invoices
Respond to visitor messages
Remove promotional materials
2 people

What to bring

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

Furniture

High tablesqty 12
Beer tablesqty 8
Chairsqty 80
Coat racksqty 4
Foldable tablesqty 6

Equipment

Stage sectionsqty 24
Speakersqty 6
Stage monitorsqty 4
Mixing console
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Instrument cablesqty 16
Microphone cablesqty 16
Cable reelsqty 8
Extension cordsqty 12
Cable traysqty 20
Gaffa tapeqty 10

Lighting

LED spotlightsqty 12
Moving headsqty 6
Lighting trussesqty 2
Light standsqty 4
Extension cordsqty 12

Decorations

Backdrop
Stage curtain
Arrow signsqty 12
Program postersqty 20

Tableware

Glassesqty 180
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 8

Catering

Thermos flasksqty 6
Drink dispensersqty 4
Napkin holdersqty 8
Groceries

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2
Hand broomsqty 4
Toilet brushesqty 4
Waste binsqty 12
Trash grabbersqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Emergency lightsqty 6
Bollardsqty 12
Barrier tapeqty 4

Ticketing

Ticket scannersqty 4
Payment terminalsqty 3
Cash boxesqty 2
Wristbandsqty 500
Cloakroom numbersqty 250

Communication

Walkie-talkiesqty 10
Walkie-talkie headsetsqty 10
Crew badgesqty 30

Tips

Set the concert date before contacting suppliers, then allow several weeks for permits, insurance checks and contract approval. Keep the signed artist agreement and venue details in one shared file.
Review the technical rider before reserving equipment. Confirm every stage section, speaker, monitor, microphone, cable, DI box, lighting fixture and power requirement rather than assuming the venue provides them.
Close registrations and collect dietary requirements before placing the catering order. Give the caterer a final headcount and meal breakdown several days before the show, then keep a small buffer for crew and artists.
Plan artist and crew transport with arrival times, parking instructions and a clear loading route. The loading area should be cleared before equipment delivery, not when the first vehicle is already waiting.
Build the show-day schedule around venue opening, equipment delivery, setup, soundcheck, doors and performance time. Assign named people to tickets, security, first aid, catering and technical checks so unfinished tasks do not sit unnoticed.

Frequently asked questions

How far in advance should I plan a tour concert?: Start the main planning at least 8 to 12 weeks before the concert. Use that period for the contract, permits, insurance, ticket sales, technical bookings, catering and transport; confirm final numbers during the last week.
When should I check the artist’s technical rider?: Check it as soon as the artist contract is under review, ideally 6 to 8 weeks before the show. Reconfirm the equipment list with the technical supplier at least 7 days before delivery.
When should concert ticket sales open?: Open ticket sales after the date, artist agreement and venue details are confirmed. A practical window is 4 to 8 weeks before the concert, leaving enough time for invitations and promotional materials.
How early should the venue open on concert day?: Open the venue early enough for delivery, stage assembly, lighting, soundcheck and safety checks. For a standard evening concert, allow at least 6 hours before doors open and clear the loading area before equipment arrives.

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.