World Music Concert Planning Checklist

A world music concert needs more than confirmed performers and a venue. You also need artist information, technical requirements, transport, meals, permits and a clear schedule for volunteers and suppliers. Start with the date, programme and venue, then work through production, promotion and audience arrangements in that order. This checklist helps you track the details that are often left until the final week, including stage layout, cables, dietary requirements, printed information and the run sheet.

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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

Set the date and program
2 people
Confirm performers
2 people
Collect artist information
Finalize the venue
2 people
Make reservations
Check permits
Check insurance details
Work out the stage layout
2 people
Gather technical requirements
2 people
Reserve sound system
Reserve lighting set
Write promotional copy
Create promotional images
2 people
Send invitations
2 people
Post online promotion
Process registrations
2 people
Collect dietary requirements
Arrange artist transport
Reserve artist meals
Recruit volunteers
2 people
Create the volunteer schedule
Print the run sheet
Print audience information
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Send artist briefing

Event

Open venue
2 people
Cordon off the loading and unloading area
2 people
Set up the stage
4 people
Set up the sound system
4 people
Set up lighting
3 people
Check power outlets
2 people
Tape down cables securely
2 people
Set up tables
3 people
Set up chairs
4 people
Set up the registration desk
2 people
Set up the catering counter
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set up artist dressing rooms
2 people
Check toilets
2 people
Hang up decorations
3 people
Lay out the programs
2 people
Perform the technical sound check
4 people
Run artist soundcheck
5 people
Staff the entrance
3 people
Welcome visitors
4 people
Distribute program
2 people
Give the opening speech
Support the first concert block
3 people
Serve snacks
4 people
Serve drinks
4 people
Refill drinks
2 people
Keep the catering counter clean
2 people
Support the second concert block
3 people
Serve artist meals
2 people
Announce the break program
Support the third concert block
3 people
Moderate audience questions
2 people
Support the fourth concert block
3 people
Guide audience to seats
3 people
Support the final concert block
3 people
Deliver the closing speech
Guide the audience to the exit
4 people
Collect lost property

Aftercare

Dismantle stage equipment
4 people
Pack audio equipment
4 people
Take down lighting equipment
3 people
Dismantle furniture
4 people
Collect waste
4 people
Wash dishes
3 people
Clean the catering area
3 people
Clean the restrooms
2 people
Clean the venue
4 people
Inventory materials
2 people
Chill leftover food
2 people
Check the equipment
2 people
Return borrowed items
2 people
Dispose of waste
2 people
Complete artist transport
Return lost and found items

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Stage skirtqty 4
Tablesqty 12
Chairsqty 320
Dressing room racksqty 4
Clothes hangersqty 40
Entrance desk
Catering countersqty 3

Equipment

Speakersqty 4
Subwoofersqty 2
Mixer
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 6
Monitor speakersqty 4
Instrument cablesqty 20
Microphone cablesqty 20
Power splittersqty 8
Extension cordsqty 12
Cable traysqty 12
Executive headsetqty 2

Lighting

LED stage lightsqty 8
Light standsqty 4
Mood lightingqty 12
Light controller
Flashlightsqty 6

Tableware

Water glassesqty 350
Wine glassesqty 120
Coffee cupsqty 80
Platesqty 350
Forksqty 350
Knivesqty 350
Spoonsqty 150
Serving bowlsqty 20
Serving traysqty 12
Coffee potsqty 4
Water jugsqty 12

Kitchen

Coolersqty 8
Food warmersqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving tongsqty 12
Measuring cupsqty 4
Ice packsqty 24
Kettlesqty 3
Corkscrewsqty 4
Bottle openersqty 6
Storage binsqty 20

Decorations

World music fabricsqty 8
Buntingqty 12
Stage backdrop
Tableclothsqty 12
Menu boardsqty 6
Directional signsqty 12
Program flyersqty 350
Name badgesqty 40
Pensqty 20
Table numbersqty 12

Cleaning

Waste binsqty 12
Trash bagsqty 100
Broom and dustpanqty 4
Mopsqty 4
Bucketsqty 4
Cleaning spongesqty 12
Microfiber clothsqty 24
Glovesqty 40
Hand soap dispensersqty 6
Toilet paper holdersqty 6
Paper dispensersqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Emergency exit signsqty 8
Bollardsqty 12
Barrier tapeqty 4
Reflective vestsqty 12

Catering

Groceries

Tips

Confirm each performer’s technical and hospitality requirements before booking sound and lighting. Ask for channel needs, microphones, DI boxes, monitor preferences, arrival times and meal requirements at least 4–6 weeks before the concert.
Draw the stage layout before equipment arrives. Mark stage sections, steps, speakers, subwoofers, monitor speakers, microphone stands and cable routes so the crew can set up without making decisions during the soundcheck.
Check permits and insurance as soon as the venue is selected. Allow at least 6–8 weeks for permits or approvals that involve amplified music, late finishing times, public access or temporary staging.
Build the artist schedule around transport and meals, not only performance times. Confirm arrival, soundcheck, dressing-room access and catering for every act, and collect dietary requirements before ordering food.
Print the operational documents before event day. Prepare the run sheet, audience information and volunteer schedule at least 24 hours in advance, then check the shopping list and all glasses, cups, extension cords, cable trays and flashlights before doors open.

Frequently asked questions

How far in advance should I organise a world music concert?: Start planning at least 3–6 months ahead. Confirm the date, programme and venue first, then allow 6–8 weeks for promotion, permits, technical bookings and artist transport.
What technical information should I request from world music performers?: Request a stage plot and input list from each act at least 4 weeks before the concert. Confirm microphones, DI boxes, monitor speakers, instrument cables, power needs and soundcheck times before reserving the system.
When should I collect dietary requirements for a concert?: Ask performers, staff and registered guests for dietary requirements when registrations open, then close updates 7–10 days before the event. Give the final numbers to catering before shopping and meal preparation.
When should I print the run sheet and audience information?: Finalise and print both documents at least 24 hours before doors open. Keep extra copies at the entrance desk, backstage and with the volunteer coordinator so schedule changes can be shared quickly.

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.