Day of Concert Checklist
Venue Preparation / Climate Control
The venue should be fully prepared prior to the artists’ arrival, which will be 3 hours before the concert begins. This includes clearing and setting up the stage, any decorations brought in, turning on the PA, lights, video projector, placing mics and monitors on stage, setting up tables in foyer and setting the heater.
Those present at the time of the sound check should be limited to those technically involved with the concert and their families. Please announce at church, that the doors will be locked until sound check is over, which will be one hour prior to the concert. During that final hour the artists need time to eat, change and prepare for the concert.
An auditorium heats up rapidly with a room full of people. For this reason, it is best to have the room cooler than what is considered comfortable at the beginning of the event.
Downloads
Prior to Sound Check and Artists arrival
- Place three or four (3-4) 8-foot tables, end to end, with tablecloths - plus one smaller table - in the sales area.
- The pulpit should be moved off stage and the stage set up as a concert stage with 4 stools, a small table and, if available, stage decorations in place.
- Video projector, DVD player and if needed, a Screen should be loaded in and set up.
- Bottles of water placed in dressing rooms (8) and on stage (4).
- Two Cash boxes with $100 in five dollar bills.
Sound & Lighting Check
You sound staff should have everything in place 3 hours before the concert
Check List – DAY OF CONCERT
• 3 1/2 Hours before concert:
PA, Lighting, Stage Decorations staff arrive and prepare venue.
• 3 Hours before concert:
Artist Arrive – LOAD IN – Any hands to help are appreciated.
Our clothing is secured in changing area (green rooms). We need a men's and women's areas.
Steve connects laptop and works with PA operator on use and stage setup.
Jennifer works with video and lighting staff.
• 2 1/2 Hours before concert:
Sound Staff meeting with Steve. (mic /monitor levels, EQ, reverb)
Head of Sales Staff meet with Rudy to learn product, pricing, and credit card machine.
Meal is brought in and set up near green rooms.
• 2 Hours before concert:
Doors locked.
Sound Check on stage with artists.
Greeters/Sales volunteers arrive and eat before doors open, if meal available.
IF a LOCAL CHOIR is involved, they should be ready to be on stage 1.5 hours before
concert time for brief rehearsal on when to enter stage and position. We will have a
brief sound check to ensure they can hear monitors, etc.
• 1 hour before:
Pre-concert DVD (one hour) is started exactly 60 minutes before concert time.
Artists eat (staff too, if invited by Promoter)
Doors open and security placed at entrance to dressing area.
Please post privacy signs so people don't enter while changing.
Greeters/Sales personnel in place (Ticket and Will Call table if applicable)
Sales begin when the doors are opened.
• 30 minutes before:
Staff take positions (PA, Lighting, Video).
Artists change into concert attire and have devotion.
15 minutes before concert start time, meet for prayer.
Typical schedule for a 7:30 pm concert time
• 4:00 pm local staff set-up (stage cleared, sales tables prepared)
• 4:30 pm artists arrive and load in - head sales staff will also arrive
• 5:00 pm staff meetings with assigned artist leader (PA/Sales/Lighting/Video) - Reverb connected
• 5:30 pm artists on stage for sound check and rehearsal
• 6:30 pm meals and fellowship
• 6:30 pm (doors open) ticket counter / Will call / greeters and sales staff in place
• 7:15 pm key leaders meet with artists for prayer
• 7:30 pm concert begins
• 8:20 pm intermission (lights up)
• 8:30 pm second half begins (Drawing)
• 9:30 pm concert ends / Sales and Fellowship
• 10:30 pm load out
