Tribute concert checklist: what to arrange and when

A tribute concert needs more than an artist and a stage. You have to lock in the venue, contracts, permits and technical setup before you open ticket sales, then coordinate catering, security, volunteers and guest information. Sound, lighting and power need a proper check against the artist’s technical rider, not just a booking confirmation. Use this checklist to keep the planning in order and avoid last-minute gaps on the day.

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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
Finalize artist contracts
2 people
Check permits
Check insurance
Reserve sound equipment
Make a booking for lighting equipment
Collect artist information
Check the technical rider
2 people
Create schedule and timetable
2 people
Send invitations
2 people
Open online ticket sales
Distribute promotional materials
3 people
Process registrations
Collect dietary requirements
Schedule volunteers
2 people
Book catering
Reserve security
Arrange first aid supplies
Publish parking information
Confirm artist transport
Print the run sheet
Print contact list
Sort wristbands
2 people
Check decorations
2 people
Check the shopping list
Do the shopping
3 people
Set out drinks chilled
2 people
Prepare snacks
4 people

Event

Open venue
2 people
Receive deliveries
3 people
Check the stage
3 people
Set up the sound system
4 people
Set up lighting
3 people
Connect microphones
2 people
Connect the instruments
3 people
Perform sound check
4 people
Test light show
2 people
Set up tables and chairs
4 people
Set up the registration desk
2 people
Build the catering buffet
4 people
Set up the bar
3 people
Hang decorations
3 people
Put up directional signs
2 people
Check toilets
Set up the first aid station
2 people
Prepare artist reception
2 people
Welcome performers
2 people
Open the public entrance
4 people
Check tickets
3 people
Staff the cloakroom
2 people
Serve welcome drinks
2 people
Guide the pre-program
3 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Coordinate stage changes
3 people
Announce the main act
Monitor crowd flow
2 people
Empty trash bins
2 people
Announce the final round
Guide the audience to the exit
3 people
Finish coat check
2 people

Aftercare

Tear down audio equipment
4 people
Take down lighting equipment
3 people
Clear the stage
3 people
Clean up catering
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Remove decorations
2 people
Check inventory
2 people
Gather borrowed materials
2 people
Return rental items
2 people
Check supplier invoices
Register lost and found items
Return lost and found items
Send thank-you message

What to bring

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

Furniture

Stage
Beer tablesqty 12
Folding chairsqty 160
High tablesqty 12
Bar stoolsqty 12
Coat racksqty 4
Entrance tableqty 2
Waste binsqty 10

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving traysqty 20

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixing console
Wireless microphonesqty 3
Wired microphonesqty 6
Microphone standsqty 8
DI boxesqty 4
Monitor speakersqty 4
Cable reelsqty 6
Extension cordsqty 12
Power stripsqty 12
Music instrument cablesqty 12
Cable matsqty 12

Lighting

LED stage spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
Emergency lightingqty 4

Decorations

Backdrop cloth
Balloon archesqty 2
Tableclothsqty 16
Promotional postersqty 10
Wayfinding signsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Ice containersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Food warmersqty 4

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Barrier tapeqty 4
Vestsqty 12

Other

Cloakroom numbersqty 200
Wristbandsqty 200
Ticket scannersqty 3
Walkie-talkiesqty 8
Pensqty 20
Clipboardsqty 8

Catering

Groceries

Tips

Check the artist’s technical rider as soon as the contract is final. Confirm the PA speakers, subwoofers, mixing console, microphones, monitor speakers, DI boxes and instrument cables against the rider, then resolve missing equipment before delivery day.
Plan the production schedule around separate setup, soundcheck, doors-open and performance times. Print the run sheet and contact list before the event, and give copies to the stage, sound, lighting, security and volunteer leads.
Confirm venue power before booking the technical equipment. Count extension cords, power strips, cable reels and cable mats, and make sure cables crossing guest routes can be covered safely rather than left loose.
Open ticket sales only after the date, location, artist agreement and key guest information are confirmed. Publish parking details early, collect dietary requirements with registrations, and set a clear deadline for final catering numbers.
Do a final room and equipment check at least one day before the concert. Verify the stage, entrance table, wristbands, coat racks, waste bins, seating, bar furniture, lighting, first-aid supplies and decorations against the shopping list.

Frequently asked questions

How far in advance should I plan a tribute concert?: Start at least 12 to 16 weeks before the concert. Use the first weeks to confirm the date and venue, finalize artist contracts, check permits and insurance, and reserve sound and lighting equipment before opening ticket sales.
When should I book sound and lighting for a tribute concert?: Book both as soon as the artist contract and technical rider are available, ideally 8 to 12 weeks before the event. This gives you time to replace unavailable PA, monitor, microphone or lighting equipment before the schedule is published.
When should I print the concert run sheet and contact list?: Print both 1 to 3 days before the event, after artist transport, volunteers, security, catering and the timetable are confirmed. Keep copies at the entrance, backstage and production position so the working team can reach the right person quickly.
When should I collect dietary requirements for a tribute concert?: Ask for dietary requirements during ticket registration and set a response deadline 7 to 10 days before the concert. Send the final numbers to catering after that deadline, while keeping a small margin for late updates.

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.