Walk concert checklist: organise the route, music and logistics

A walk concert combines a moving audience, several performance locations and changing technical needs. Start by fixing the route and timings, then secure permits, venues, musicians and insurance before registrations open. Build the plan around realistic walking time and allow volunteers to guide people between stops. The practical details are easy to overlook: power for equipment, weather cover, dietary information, first aid, music rights and clear signs at every turn.

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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 route and locations
2 people
Apply for permits
Hire musicians
2 people
Confirm performance venues
2 people
Check insurance
Publish route and times
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Apply for traffic measures
Record the weather scenario
2 people
Book catering
Reserve materials
Record first aid arrangements
Check music rights
Create floor plan
2 people
Print the run sheet
Design route signs
Order wristbands or tickets
Send musician information
Create volunteer schedule
2 people
Confirm registrations
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
3 people
Check the route
2 people
Test sound
3 people
Set up instruments
3 people
Prepare weather protection
2 people

Event

Set up the starting location
5 people
Set up tables and chairs
4 people
Mark stage zones
3 people
Place route signs
3 people
Put up barriers
3 people
Set up sound equipment
4 people
Connect power supply
2 people
Set up instruments
3 people
Set up information table
2 people
Set up catering point
3 people
Set up the first aid station
2 people
Brief volunteers
2 people
Welcome performers
2 people
Perform sound check
4 people
Receive participants
4 people
Explain the program
Support the first performance
3 people
Guide the walking group
6 people
Support the second performance
3 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Guide the third performance
3 people
Keep the route clear
4 people
Answer audience questions
2 people
Collect waste
2 people
Support the fourth performance
3 people
Turn on the lights
2 people
Support the evening performance
3 people
Supervise the closing performance
3 people
Guide the audience to the exit
4 people

Aftercare

Turn off the sound equipment
3 people
Store instruments safely
3 people
Clean up catering
3 people
Clear tables and chairs
4 people
Remove directional signs
3 people
Remove the barriers
3 people
Sort waste
3 people
Clean the venues
4 people
Collect lost and found items
2 people
Check rental equipment
2 people
Return rental items
2 people
Store leftovers
2 people
Final site inspection
2 people
Collect supplier invoices
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 6
Party tentsqty 3
Clothes racksqty 2

Equipment

Battery-powered speakersqty 4
Wireless microphonesqty 4
Microphone standsqty 4
Mixing consolesqty 2
DI boxesqty 4
Extension cordsqty 10
Power stripsqty 8
Power banksqty 6
Instrument cablesqty 10
Cable traysqty 12

Lighting

LED work lightsqty 8
String lightsqty 6
Spare batteriesqty 24

Decorations

Directional signsqty 20
Directional signsqty 15
Info boardsqty 6
Bannersqty 4
Tableclothsqty 10
Cable tiesqty 100
Duct tapeqty 6
Cable tiesqty 200

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 4
Serving plattersqty 12
Serving tongsqty 8
Kettlesqty 3
Coffee machinesqty 2

Cleaning

Hand broomsqty 4
Trash binsqty 10
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 6

Safety

First aid kitsqty 2
Flashlightsqty 6
Reflective vestsqty 12
Traffic conesqty 20
Barrier tapeqty 8

Registration

Clipboardsqty 8
Ballpoint pensqty 30
Name stickersqty 150
Wristbandsqty 150
Cash register

Catering

Groceries

Tips

Set the route before publishing anything: record each location, walking time and performance slot, then add a buffer of at least 10 minutes between stops. This gives musicians time to reset and prevents the audience from arriving during the next performance.
Check permissions and traffic measures early. Apply for permits and road arrangements before sending invitations, because a route through public space may need approval several weeks before the event.
Give the technical plan to each musician in writing. Include arrival time, venue, equipment available, microphone and DI requirements, power points, cable routes and who is responsible for setup at each stop.
Recruit enough volunteers for the route rather than only for registration. A practical starting point is one person at registration, one at each key junction and one person able to respond to first-aid or weather issues.
Plan for a wet or dark route, not just the ideal forecast. Keep signs, battery-powered speakers, power banks, spare batteries, cable protection and lighting ready, and publish the weather decision deadline to performers and registered visitors.

Frequently asked questions

How early should I apply for a walk concert permit?: Start checking permit requirements at least 8 to 12 weeks before the walk concert. Submit applications as soon as the route, locations and expected attendance are known, especially if traffic measures or amplified music are involved.
How much time should I allow between walk concert performances?: Allow at least 10 minutes between performance slots for walking, delays and equipment changes. Add more time when the route includes crossings, narrow paths or a large group of visitors.
When should registrations and dietary requirements be confirmed?: Close or review registrations about 7 days before the event so catering quantities and dietary requirements can be confirmed. Send the final headcount to the caterer and volunteers no later than 3 days beforehand.
What should I prepare if it rains during a walk concert?: Set a weather decision deadline at least 24 hours before the event and record the alternative route, covered locations or cancellation procedure. Keep tents, signs, lighting and protected cable routes ready if the event continues.

Start this plan in Lizzt

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