Walk Concert Checklist and Planning Guide

A walk concert combines a guided route with live performances at several stops, so the schedule and logistics need to work together. This checklist takes you from mapping the route and securing permissions to registering participants, preparing refreshments and testing the sound equipment. It also covers details that are easy to miss, such as dietary requirements, toilet access, power supplies and signs that remain visible after dark. Use the tasks in order, then confirm the route and weather again on the day itself.

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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

Record the route and stops
2 people
Apply for permits
Confirm music groups
Schedule performance times
2 people
Make reservations
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish directions
Print participant list
Check the weather forecast
Check music equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Sort route signs
2 people
Set up music stands
2 people
Test sound equipment
2 people
Set up tables and chairs
4 people
Set up the reception area
2 people
Set up drink points
4 people
Prepare snacks
4 people
Put up route signs
4 people
Hang up decorations
2 people
Set out first aid and safety equipment
2 people
Check toilets

Event

Welcome musicians
3 people
Position instruments safely
3 people
Soundcheck performances
3 people
Register visitors
3 people
Distribute program
2 people
Lead the opening ceremony
2 people
Guide the walking group
6 people
Announce performances
2 people
Provide musical performances
20 people
Serve drinks
4 people
Serve snacks
3 people
Refill drinks
3 people
Empty trash bins
2 people
Check route and access
2 people
Clean the toilets in between
Supervise the closing performance
3 people
See visitors out
4 people

Aftercare

Turn off the sound equipment
2 people
Return instruments
3 people
Clear tables and chairs
4 people
Remove route signs
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Store materials dry
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Collect lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Party tentsqty 3
Folding benchesqty 4

Equipment

Portable speakersqty 2
Wireless microphonesqty 4
Microphone standsqty 4
Mixer
Music standsqty 20
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 8
Coolersqty 6

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 6

Decorations

Route signsqty 20
Arrow stickersqty 40
Program standsqty 4
Tableclothsqty 8
Buntingqty 6
Name badgesqty 30

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 12
Serving boardsqty 8
Pliersqty 8
Ice packsqty 24

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Broomqty 3
Mopsqty 2
Bucketsqty 3

Safety

First aid kitsqty 2
Flashlight vestsqty 6
Barrier tapeqty 4

Catering

Groceries

Tips

Set the route and performance schedule before inviting people. Record every stop, estimate walking time between locations and leave at least 10–15 minutes between performances for late arrivals and equipment changes.
Apply for permits and confirm music groups early, especially if the walk uses public space or several performance areas. Aim to have permissions and performer availability settled at least 6–8 weeks before the event.
Process registrations as they arrive and collect dietary requirements before buying food. Print one participant list for check-in and keep a final digital copy available for last-minute changes.
Treat power and sound as a route-wide issue, not a single setup task. Check portable speakers, microphones, mixer, extension cords, power strips and rechargeable batteries at least 3–5 days beforehand, then test every performance point.
Prepare the reception and drink points before participants arrive. Chill drinks several hours ahead, set out reusable glasses and snacks, and check route signs, toilets, first aid equipment and lighting during the final walk-through.

Frequently asked questions

How far in advance should I organise a walk concert?: Start planning at least 8–12 weeks ahead. Use the first weeks to record the route, apply for permits and confirm music groups; finish registrations, shopping and equipment checks during the final 7 days.
How much time should I allow between walk concert performances?: Allow at least 10–15 minutes between scheduled performances. Add more time if participants must walk a long distance, if instruments need moving or if sound equipment is shared between stops.
When should I check the weather for a walk concert?: Check the forecast 3–5 days before the event and again on the morning itself. Use the final check to decide whether party tents, extra lighting, route changes or a revised reception setup are needed.
What should I prepare the day before a walk concert?: Sort the route signs, prepare participant materials, chill what can be chilled, charge rechargeable batteries and check all sound equipment the day before. Leave only final setup, food preparation and the last route inspection for event day.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.