Youth concert checklist: what to arrange and when

A youth concert needs more than a stage and a playlist. You need to coordinate young performers, escorts, parents, registrations, dietary needs, permissions, technical files and volunteers on a clear timeline. Start by fixing the date and venue, then work through the programme, participants and practical arrangements. In the final week, focus on badges, wristbands, signs, catering, equipment checks and the run sheet so the event team can work from one reliable 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

Confirm date and location
2 people
Record the schedule and performances
2 people
Confirm artists and escorts
2 people
Send invitations
2 people
Open the registration form
Send parent information
2 people
Process registrations
2 people
Collect dietary requirements
Check permissions
2 people
Collect artist information
2 people
Gather technical requirements
2 people
Create the run sheet and schedule
2 people
Make reservations for materials
Order catering
Assign volunteers
2 people
Print contact list
Prepare name badges
2 people
Sort wristbands
Print program leaflets
2 people
Make route and entrance signs
2 people
Do the shopping
3 people
Sort catering
2 people
Check equipment
2 people
Collect performances and files
2 people

Event

Open venue
2 people
Check rooms
2 people
Set up chairs
4 people
Set up tables for reception
2 people
Set up the equipment
4 people
Connect microphones
2 people
Hang up lights and décor
3 people
Set up the entrance and coat check
3 people
Set up backstage
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out program brochures
2 people
Perform the technical sound check
4 people
Welcome performers
2 people
Have the performers do a sound check
4 people
Carry out the final safety check
2 people
Open the doors
4 people
Register visitors
4 people
Hand out program brochures
2 people
Staff the cloakroom
2 people
Announce performances
Coordinate stage changes
3 people
Operate sound during the concert
2 people
Manage lighting during the concert
Refill drinks
3 people
Serve snacks
3 people
Stock backstage
2 people
Check public area
2 people
Collect waste
2 people
Restock break catering
3 people
Guide visitors on departure
3 people
Collect lost and found items
Lock the cloakroom
2 people

Aftercare

Switch off the equipment
3 people
Disconnect equipment
3 people
Remove decorations
3 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Clean up catering
3 people
Dispose of waste
2 people
Clean the venue
4 people
Return equipment and materials
2 people
Handle lost and found
Store leftover catering
2 people
Handle the deposit and keys
Send thank-you message

What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
High tablesqty 6
Coat racksqty 3
Foldable tablesqty 4

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Wireless microphonesqty 4
Wired microphonesqty 4
Microphone standsqty 6
Speaker standsqty 2
DI boxesqty 4
Monitor speakersqty 3
XLR cablesqty 12
Jack cablesqty 8
Cable reelsqty 6
Extension cordsqty 10
Power stripsqty 10
Laptop for music
Audio cablesqty 4

Lighting

LED spotlightsqty 8
Light standsqty 2
Mood lightingqty 6
Spare batteriesqty 24

Decorations

Backdrop cloth
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Decorative tapeqty 4
Directional signsqty 8
Program standsqty 4

Tableware

Reusable cupsqty 150
Platesqty 130
Knivesqty 130
Forksqty 130
Spoonsqty 80
Coffee cupsqty 80
Serving spoonsqty 12
Small bowlsqty 20
Serving plattersqty 12
Thermos flasksqty 6

Catering

Coolersqty 6
Drink dispensersqty 4
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 2
Serving plattersqty 12
Serving traysqty 8
Ice packsqty 20
Drink cratesqty 10
Coffee filtersqty 100
Groceries

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Pliersqty 6
Measuring cupsqty 2
Aluminum foilqty 2
Cling filmqty 2
Cool bagsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Waste binsqty 8
Hand sanitizer pumpsqty 6
Toilet brushesqty 3

Safety

Fire extinguishersqty 2
Cable matsqty 12
Bollardsqty 8
First aid kit
Flashlightsqty 4

Registration

Name stickersqty 150
Wristbandsqty 150
Clipboardsqty 6
Ballpoint pensqty 30
Cloakroom numbersqty 150

Tips

Set the date and venue before opening registration, then record every performance and its running time. A complete schedule prevents clashes between artists, escorts, sound checks and catering.
Send parent information early and give registrations a firm closing date. Use the final registration list to collect dietary requirements, prepare name badges and sort wristbands before the event day.
Ask each artist for technical requirements and performance files before creating the run sheet. Confirm whether they need microphones, DI boxes, monitor speakers or audio connections, rather than discovering this during setup.
Reserve materials and order catering only after you know the expected attendance. Check tables, chairs, coat racks and serving equipment against the layout, and leave time to sort catering when it arrives.
Print the contact list, programme leaflets, route signs and entrance signs before opening the venue. On the day, check speakers, mixer, microphones, cables, lighting and spare batteries before performers arrive.

Frequently asked questions

How far in advance should I plan a youth concert?: Fix the date and location at least 8 to 12 weeks ahead. This gives you time to confirm artists and escorts, check permissions, open registration, arrange catering and reserve technical equipment.
When should youth concert registration close?: Close registration about 10 to 14 days before the concert. Use that final number to process registrations, collect dietary requirements, prepare badges and wristbands, and confirm catering quantities.
When should performers send their music and technical requirements?: Ask for performance files and technical information at least 7 days before the event. Create the run sheet after reviewing the files, then test the laptop, mixer, microphones, speakers and cables during the final equipment check.
What should be checked on the day of a youth concert?: Open the venue with enough time for setup and testing, usually 3 to 4 hours before the first performance. Check the room layout, power, sound system, microphones, lighting, signs, registration materials and catering before welcoming performers and guests.

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.