Tribute concert checklist and planning guide

A tribute concert needs more than a performer and a stage. You need to lock in the venue, technical setup, permits, ticket process and catering early enough that small delays do not affect show day. This checklist takes you from the first booking decisions through artist briefing, volunteer assignments and the final venue setup. Use it to keep production, front-of-house service and guest information aligned.

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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
2 people
Book performers
2 people
Request technical requirements
Check permits
Check insurance
Set the budget
2 people
Send invitations
2 people
Open ticket sales
Post promotion online
2 people
Distribute posters
3 people
Process registrations
Collect dietary requirements
Make reservations
Order catering
2 people
Assign volunteers
2 people
Print the run sheet
Print contact list
Confirm the program
2 people
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Send artist briefing
Open venue
2 people
Clear the loading and unloading area
2 people
Set up stage sections
4 people
Set up the sound system
3 people
Connect the instruments
3 people
Set up lighting
2 people
Tape down cables securely
2 people
Set up tables and chairs
4 people
Set up the entrance and coat check
2 people
Set up the bar
3 people
Set up catering
3 people
Hang up decorations
2 people
Hang wayfinding signs
2 people
Check toilets
Perform sound check
4 people
Perform a lighting check
2 people

Event

Welcome performers
2 people
Open the doors
3 people
Check in visitors
3 people
Staff the cloakroom
2 people
Serve coffee and tea
2 people
Serve aperitifs
3 people
Support the performance
3 people
Refill drinks
2 people
Refill snacks
2 people
Announce break
Artist support
Support the second performance
3 people
Handling audience questions
Run the bar
3 people
Inform the audience about the ending
See visitors out
3 people

Aftercare

Turn off the sound equipment
2 people
Clear away drinks and food
3 people
Collect waste
3 people
Dismantle furniture
4 people
Remove decorations
2 people
Wash dishes
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Return equipment
3 people
Store leftover stock
2 people
Register lost and found items
Collect supplier invoices
Check deposit and materials
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
High tablesqty 8
Dining tablesqty 6
Chairsqty 80
Coat racksqty 2
Folding stoolsqty 6

Equipment

Speakersqty 2
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Audio cablesqty 20
Power stripsqty 10
Extension cordsqty 10
Keyboard standsqty 2
Guitar standsqty 4
Music standsqty 4

Lighting

LED stage lightsqty 8
Light standsqty 2
Mood lightingqty 6
Flashlightsqty 4

Tableware

Wine glassesqty 80
Highball glassesqty 80
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Pitcherqty 6

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 6
Pliersqty 6
Cutting boardsqty 3

Decorations

Backdrop cloth
Stage decoration
Table runnersqty 8
Vasesqty 12
Light letters

Cleaning

Waste binsqty 8
Mop setqty 2
Cleaning cartsqty 2
Dustpans and brushesqty 3
Cable matsqty 12
Bollardsqty 8

Catering

Groceries

Tips

Request the performers’ technical requirements before finalising the venue layout. Check power, stage sections, monitor speakers, microphones, DI boxes and cable runs against the equipment available.
Open ticket sales only after the date, venue capacity and seating or standing arrangement are confirmed. Allow at least 2–3 weeks for online promotion and poster distribution.
Collect dietary requirements with registrations and give the caterer one final number before ordering. A practical deadline is 5–7 days before the concert, with a small buffer for late changes.
Print the run sheet and contact list before the event, then give copies to the venue lead, sound operator and volunteer coordinator. Include arrival times, loading access, soundcheck and doors-open time.
Check the weather forecast 24–48 hours before the concert, even for an indoor venue. Rain can affect loading, queues and coat storage, so keep flashlights, coat racks and a clear unloading area ready.

Frequently asked questions

How far in advance should I book a tribute concert venue?: Aim to confirm the date and location at least 3–6 months before the concert. This gives you time to book the performers, check permits and insurance, arrange technical production and run ticket sales.
When should I book the tribute band or performers?: Book the performers before announcing the concert and preferably 3–6 months ahead. Request their technical requirements immediately after booking so the stage, sound system and lighting can be planned without last-minute substitutions.
How many drinks should I plan per guest at a tribute concert?: For the first hour, allow roughly 2–3 drinks per person, then about 1 drink per person per hour afterward. Add water and non-alcoholic options, and chill drinks several hours before doors open.
When should the final concert schedule be confirmed?: Confirm the programme and send the artist briefing about 5–7 days before the event. Print the final run sheet on the day, after checking arrivals, soundcheck, doors-open time, catering and volunteer assignments.

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.