World Music Concert Checklist

A world music concert needs more than booked performers and a stage. You have to match the technical setup to each artist, coordinate arrivals, manage ticket registrations and make the venue easy to navigate. This checklist takes you from confirming the programme and venue through sound checks, catering and the final visitor briefing. Use it to keep artist details, equipment, volunteers and practical audience information in one workable plan.

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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 program and performers
2 people
Reserve the venue and date
Hire musicians
2 people
Request technical rider
Check permits
Make reservations for technical equipment
Book catering
Recruit volunteers
2 people
Send invitations
2 people
Open ticket sales
Process registrations
Collect dietary requirements
Check Artist Details
Develop the run sheet
2 people
Assign staff
2 people
Share the route and parking details
Send visitor information
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Chill drinks
2 people
Prepare snacks
3 people
Test the equipment
3 people
Set up the stage and backdrop
5 people
Connect the sound system
3 people
Set up lighting
3 people
Set up tables and chairs
4 people
Hang up decorations
3 people
Set up the catering buffet
3 people
Set out drinks
2 people
Prepare artist reception
2 people
Set up the cloakroom
2 people
Set up the entrance and ticket desk
2 people
Lay out program brochures
2 people
Conduct a safety check
2 people
Sound Check with All Bands
5 people

Event

Open the doors
4 people
Check tickets
3 people
Staff the cloakroom
2 people
Welcome visitors
2 people
Assist performers
2 people
Give the opening speech
Support the first concert block
3 people
Serve snacks
4 people
Serve drinks
3 people
Refill drinks
2 people
Support the second concert block
3 people
Restock the buffet
2 people
Announce the break program
Support the third concert block
3 people
Moderate audience questions
2 people
Guide the final concert
4 people
Announce the farewell
Guide visitors to the exit
3 people
Manage coat check
2 people
Check public area
2 people

Aftercare

Turn off the sound equipment
2 people
Clean up catering
3 people
Collect waste
3 people
Clear away furniture
4 people
Clean the venue
4 people
Dismantle the technical setup
4 people
See off the artists
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Register lost and found items
Respond to visitor messages

What to bring

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

Furniture

Stage sectionsqty 8
Stage steps
Chairsqty 180
High tablesqty 12
Buffet tablesqty 6
Artist tablesqty 4
Coat racksqty 4
Stoolsqty 8

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 10
Microphone standsqty 10
Serving traysqty 8
DI boxesqty 6
Instrument cablesqty 20
XLR cablesqty 20
Power stripsqty 12
Extension cordsqty 12
Cable matsqty 12
Spare batteriesqty 24

Lighting

LED stage lightsqty 8
String lightsqty 6
Outdoor lightsqty 4
Extension cordsqty 8

Decorations

Backdrop
World mapsqty 4
Buntingqty 8
Decorative clothsqty 12
Flower arrangementsqty 8
Chalkboardsqty 6
Tableclothsqty 12

Tableware

Reusable glassesqty 220
Coffee cupsqty 80
Platesqty 220
Cutlery setsqty 220
Serving plattersqty 24
Serving tongsqty 12
Coffee potsqty 4

Kitchen

Food warmersqty 6
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Kitchen tongsqty 6
Aluminum foilqty 4
Food storage containersqty 12

Cleaning

Waste binsqty 8
Mop setsqty 3
Bucketsqty 4
Cleaning clothsqty 24
Hand brushes and dustpanqty 4
Glovesqty 12
Toilet brushesqty 2

Catering

Groceries

Tips

Request each artist’s technical rider before booking equipment. Check microphone inputs, DI boxes, monitors, instrument connections and power needs against the venue setup rather than assuming one standard concert arrangement will work.
Build the run sheet around fixed arrival and sound-check times. Leave a clear changeover slot between performers, and assign one person to coordinate artists while another handles the mixing console and stage access.
Send route, parking and entry information before ticket sales close. Include when doors open, where visitors should queue and how dietary requirements must be submitted so catering numbers are not guessed at the last minute.
Test the full sound and lighting system before the audience arrives. Run every microphone, XLR cable, speaker, subwoofer, stage monitor, LED light and power connection, then keep spare batteries and extension cables available.
Prepare the front-of-house area separately from the stage. Set out chairs, high tables, buffet and artist tables, coat racks, signage and decorations before volunteers arrive, and chill drinks only after you have checked the final shopping list.

Frequently asked questions

How far in advance should I book musicians for a world music concert?: Start contacting musicians at least 3 to 6 months before the concert, especially if you need several performers. Confirm the programme and contracts before opening ticket sales, then request technical riders immediately.
When should I request the technical rider?: Request it as soon as an artist is being considered, ideally 8 to 12 weeks before the event. Review the rider before reserving the mixing console, speakers, microphones, DI boxes, monitors and cables.
How early should the sound check start?: Plan the first sound check at least 3 hours before doors open when multiple artists are performing. Allow extra time for instrument changes, monitor adjustments and troubleshooting between acts.
When should I collect dietary requirements for concert catering?: Set a deadline 7 to 14 days before the concert and include it in the registration or ticket information. Give the final numbers to catering after the deadline, while keeping a small buffer for volunteers and performers.

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.