Concert Production Planning Guide
A step-by-step framework for planning concert production — from initial scope through show day execution. Concert production planning follows a repeatable process. Each phase builds on the previous one, and skipping steps creates problems downstream.
Define the Production Scope
Start with the basics: venue, date, expected attendance, artist requirements, and budget parameters. The production scope determines everything that follows — equipment packages, crew size, logistics, and timeline. A 500-capacity club show and a 15,000-seat arena concert share the same planning framework but differ dramatically in scale. Document the scope early and get stakeholder alignment before moving to procurement.
Venue Selection & Technical Assessment
If the venue isn’t locked, production requirements inform venue selection. Rigging capacity, power provisions, load-in access, and house system capabilities vary significantly between venues. Once the venue is confirmed, a technical assessment documents what the venue provides and what the production must bring. This assessment drives equipment lists and vendor requirements.
Vendor Procurement & Contracting
With scope and venue defined, production vendors are engaged. For single-vendor production (one company providing all departments), this is a single procurement process. For multi-vendor productions, each department — audio, lighting, video, staging, rigging — requires separate quotes, contracts, and coordination. Single-vendor simplifies procurement, accountability, and on-site coordination.
Production Design & Advance
The production team designs equipment packages, creates stage plots, develops input lists, and builds lighting and video plots. Simultaneously, the advance process begins: confirming venue details, coordinating with house staff, booking local crew, and managing artist rider requirements. The advance period is where problems are identified and solved — before they become show-day emergencies.
Budget Management
Concert production budgets must account for equipment, crew (including overtime provisions), transportation, venue costs, insurance, permits, and contingency. A realistic contingency line (typically 10–15% of total production cost) covers the unexpected: weather delays, equipment failures, last-minute artist additions. Budget transparency between the production team and event organizers prevents scope creep and surprise invoices.
Day-of Execution
Show day is where planning pays off. Load-in follows a documented schedule, with each department deploying in sequence: staging and rigging first, then audio and lighting, then video and scenic. System checks, soundcheck, and a production meeting confirm everything is ready before doors. A well-planned production runs smoothly on show day because problems were solved during the advance period, not at load-in.
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From scope definition through show day — production planning that prevents problems before they happen.
Discuss Your ProductionConcert Planning FAQ
Common questions about concert production planning.
Core strategic decisions — production scope, budget allocation, and vendor selection — should be finalized 8–10 weeks before show day. This gives the production team enough runway to execute on those decisions during the advance period. Locking scope and budget early prevents costly mid-stream changes. Vendor contracts should be signed no later than 8 weeks out to secure equipment and crew availability, especially during peak season (May–September).
