World music concert checklist: plan it in the right order

A world music concert depends on more than booking performers and putting up a stage. You need enough time for permits, technical checks, artist information, registrations, catering and volunteer assignments to line up. Start with the date, programme and venue, then work towards the detailed run sheet and floor plan. This checklist covers the practical sequence, including details that are often left until the final week, such as dietary requirements, emergency exits, power outlets and cable routes.

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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
Schedule performances
2 people
Reserve venue
2 people
Check permits
Check insurance
Gather technical requirements
2 people
Confirm the technical supplier
Make catering arrangements
2 people
Recruit volunteers
2 people
Send invitations
2 people
Post the online announcement
Process registrations
2 people
Collect dietary requirements
Send artist information
Print the run sheet
Create floor plan
Design signage
Order supplies
2 people
Order catering supplies
2 people
Create technical schedule
2 people
Assign volunteers
2 people
Check emergency exits
2 people
Check power outlets
2 people
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Sort decorations
2 people
Bring materials to the venue
4 people
Open venue
2 people
Set up the stage
4 people
Set up the sound system
4 people
Set up lighting
3 people
Lay out power cables safely
3 people
Set up tables
3 people
Set up chairs
3 people
Set up the bar
3 people
Set up the catering buffet
3 people
Set out tableware
2 people
Hang up the program
2 people
Hang decorations
3 people
Set up signage
2 people
Set up the artist dressing room
2 people
Prepare snacks
4 people
Set aside diet meals
2 people
Set up the cloakroom
2 people
Test the cash register and payment terminal
2 people
Perform sound check
4 people
Perform a lighting check
3 people

Event

Welcome performers
2 people
Welcome visitors
4 people
Staff the cloakroom
2 people
Register entry
2 people
Distribute welcome information
2 people
Give the opening speech
Assist performers
2 people
Announce performances
Coordinate stage changes
3 people
Operate the sound mix
2 people
Operate lighting
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Provide coffee and tea
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets
2 people
Answer audience questions
2 people
Wrap up the final performance
3 people
See visitors out
3 people

Aftercare

Close the register
2 people
See off the artists
2 people
Store leftovers refrigerated
2 people
Clear the bar and buffet
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Remove decorations
3 people
Tear down audio equipment
4 people
Take down lighting equipment
3 people
Tear down stage
4 people
Put furniture back
3 people
Return materials
4 people
Return borrowed items
2 people
Collect lost and found items
Store leftover stock
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Stage skirt
Chairsqty 160
Foldable tablesqty 12
Bar counter
Bar stoolsqty 4
Coat racksqty 3
Changing room chairsqty 8
Dressing room tablesqty 2

Tableware

Glassesqty 220
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Small bowlsqty 20
Carafesqty 12

Equipment

Mixing table
Active speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Wireless microphonesqty 4
Wired microphonesqty 6
Microphone standsqty 10
DI boxesqty 6
XLR cablesqty 16
Jack cablesqty 10
Cable reelsqty 6
Extension cordsqty 12
Laptop
Payment terminalqty 2

Lighting

LED spotlightsqty 8
Light standsqty 2
Mood lightingqty 12
String lightsqty 6

Decorations

World music bannersqty 8
Stage drapesqty 4
Tableclothsqty 12
Flower arrangementsqty 8
Menu Card Holdersqty 12
Directional signsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Food warmersqty 4
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 6
Chef's knifeqty 4
Serving spoonsqty 12
Pliersqty 8
Foilqty 3
Food storage containersqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 8
Waste binsqty 12
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm the performers and performance schedule before publishing the announcement. Allow at least 2 weeks to process registrations and collect dietary requirements, especially if several acts or a shared meal are involved.
Ask every performer for a technical requirements list before confirming the supplier. Check microphones, DI boxes, monitors, speakers, mixing equipment, cables and available power rather than assuming the venue has them.
Create the floor plan before ordering furniture and supplies. Mark the stage, steps, dressing-room area, audience chairs, bar, coat racks, technical position and clear routes to emergency exits.
Send artist information and the final schedule at least 7 days before the concert. Include arrival times, soundcheck slots, changing-room arrangements, contact details and when each act is expected on stage.
Print the run sheet and assign volunteers before event day, then walk through the venue with the list. Check power outlets, cable reels, extension cords, signage, catering supplies and technical positions before guests arrive.

Frequently asked questions

How far in advance should I plan a world music concert?: Start the main planning at least 8 to 12 weeks before the concert. Set the date, reserve the venue, confirm performers and check permits early; leave the final 7 days for confirmations, printing and venue checks.
What sound equipment does a world music concert need?: The exact setup depends on the performers, but allow time to confirm active speakers, subwoofers, stage monitors, microphones, stands, DI boxes, a mixing table and the required XLR and jack cables. Request technical requirements before booking the supplier, ideally 4 to 6 weeks ahead.
When should I send invitations and process registrations?: Publish the announcement as soon as the date, venue and programme are confirmed, usually 4 to 6 weeks before the concert. Close or review registrations at least 7 days beforehand so you can collect dietary requirements and plan chairs, catering and volunteers.
What should I check at the venue before a world music concert?: Check emergency exits, power outlets, stage access, dressing-room space, audience layout and cable routes no later than 1 week before the event. Repeat the power, exit and technical check on the day before doors open.

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.