Tribute concert checklist: what to arrange and when

A tribute concert needs more than an artist and a stage. You have to align the contract, venue, permits, ticketing, technical rider, catering and visitor information before the doors open. Start with the date, location and budget, then move through production, guest management and the final event-day checks. This checklist keeps the order clear, including details that are often left until the last week, such as parking information, dietary requirements, cable safety and the final visitor list.

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
2 people
Confirm artist and contract
2 people
Check permits
Arrange insurance and liability
Set the budget and ticket price
2 people
Open ticket sales
Send invitations
2 people
Announce the concert online
2 people
Set the schedule and times
2 people
Collect artist information
Process registrations
2 people
Collect dietary requirements
Order catering
Reserve Sound System
Reserve the lighting setup
Reserve stage and tents
Confirm reservations
Create the final visitor list
2 people
Check the technical rider
2 people
Print the run sheet
Share route and parking information
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare cash register and wristbands
2 people
Open venue
2 people
Receive deliveries
3 people
Set up the stage
4 people
Set up the sound system
3 people
Set up lighting
3 people
Connect power supply
2 people
Set up backstage
2 people
Set up tables and chairs
4 people
Set up the bar
3 people
Set up the entrance and coat check
2 people
Hang up decorations
2 people
Check toilets
Clear emergency exits
2 people
Set up catering
3 people
Set up the ticket sales table
2 people
Perform the technical sound check
4 people
Welcome performers
2 people
Have the performers do a sound check
4 people
Briefing for reception team
2 people

Event

Open the doors
3 people
Welcome visitors
4 people
Check tickets
3 people
Staff the cloakroom
2 people
Serve aperitifs
3 people
Give the opening speech
Lead the first concert set
3 people
Refill drinks
2 people
Serve snacks
3 people
Announce break
Check the stage and hall
2 people
Lead the second concert set
3 people
Serve light meals
4 people
Clear tables
3 people
Guide the third concert set
3 people
Adjust lighting
2 people
Serve the audience and bar
4 people
Announce the final
Lead the final
3 people
Give a thank-you speech
Manage coat check
2 people
Close the bar
2 people
See visitors out
3 people

Aftercare

Turn off the sound equipment
2 people
Leave the stage safe and tidy
2 people
Collect tableware
3 people
Collect waste
3 people
Empty coolers
2 people
Clean the venue
4 people
Put furniture back
3 people
Remove decorations
2 people
Dismantle equipment
3 people
Sort borrowed items
2 people
Return rental items
2 people
Store leftover stock
2 people
Register lost and found items
Collect supplier invoices
Process artist payments
Publish visitor photos
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Stage skirt
Tablesqty 10
Chairsqty 120
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 150
Bollardsqty 8

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 12
Power stripsqty 8
Cable traysqty 12
Laptop for music

Lighting

LED stage lightsqty 6
Headlampsqty 2
Light standsqty 2
Light controller
Mood lightingqty 12
Flashlightsqty 4

Tableware

Drinking glassesqty 150
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Coolersqty 6
Drink dispensersqty 3
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 8
Serving plattersqty 12

Decorations

Tribute concert banner
Stage drapesqty 4
Tableclothsqty 10
Table decorationsqty 10
Directional signsqty 8
Name badgesqty 20
Tapeqty 6
Cable tiesqty 100

Cleaning

Trash binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the artist contract and technical rider before booking the sound, lighting and stage equipment. Allow at least 2–3 weeks to resolve power, microphone, monitor and setup requirements.
Set ticket sales and invitations early, then close registrations in time to create a final visitor list. Collect dietary requirements no later than 7 days before the concert so catering can be ordered accurately.
Publish the schedule, route and parking information before the final week. Include door-opening time, concert start time and any access instructions so late questions do not reach the production team on the day.
Plan the room around both the audience and the performance: allow space for chairs, tables, the bar, coat racks and clear cable routes. Keep extension cords and power strips away from walking paths by using cable trays or secure covers.
Prepare the event-day supplies the day before: chill drinks, set out glasses, pack wristbands and cash-register materials, and print the run sheet. Keep headlamps or flashlights available because stage and front-of-house areas are often dim during setup.

Frequently asked questions

How far in advance should I organise a tribute concert?: Start at least 8–12 weeks before the concert. Confirm the date, venue, artist contract, permits, insurance and budget first; ticketing and announcements can follow once those details are secure.
When should I book the sound and lighting equipment?: Reserve the sound system, stage and lighting setup at least 4–6 weeks ahead. Finalise the technical rider before confirming the order, then reconfirm every reservation during the final week.
When should I collect dietary requirements for the concert?: Ask for dietary requirements during registration and set a deadline of 7 days before the event. This gives the caterer time to adjust quantities and prepare suitable options.
What should I prepare on the day before a tribute concert?: Print the run sheet, prepare the cash register and wristbands, chill drinks, organise snacks and check the visitor information the day before. Do a final equipment and cable check before doors open, ideally 2–3 hours before guests arrive.

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.