Concert Production Timeline
A week-by-week production timeline from initial planning through show day — every milestone, every deadline. Concert production follows a predictable timeline. Each phase has specific deliverables that must be completed before the next phase can begin effectively.
Weeks 12–10: Scope & Procurement
Define the production scope: venue, date, audience size, artist requirements, and budget. Issue RFPs to production vendors or engage your production partner. Review proposals, negotiate contracts, and confirm the production company. Establish the budget with line items for every department. Confirm insurance requirements. This is the foundation — everything downstream depends on decisions made here.
Weeks 10–8: Design & Planning
The production team begins design work: stage plots, lighting plots, audio system design, video layouts, and rigging plans. Input lists and patch documents are drafted. Equipment packages are specified. Preliminary crew lists are built. The production manager establishes the advance schedule and begins venue coordination. Artist technical riders are reviewed and reconciled against the venue and production capabilities.
Weeks 8–6: Advance Period
Active venue advancement begins. Confirm rigging capacity, power provisions, load-in logistics, and local crew requirements. Book local labor. Coordinate with venue technical staff on house systems and infrastructure. Finalize dressing room and hospitality requirements. Confirm transportation and logistics. This is where show-day problems are identified and solved — at a desk, not at a loading dock.
Weeks 6–4: Finalization
Lock equipment packages and crew lists. Finalize all vendor contracts and purchase orders. Complete technical documentation: final stage plots, input lists, lighting cue sheets, and video content specifications. Distribute the production book to all department heads. Confirm all travel and lodging arrangements. Address any outstanding rider items. Begin equipment prep at the warehouse.
Weeks 4–1: Prep & Confirmation
Equipment is tested, prepped, and loaded. All wireless frequencies are programmed for the specific venue. Show files are prepared on consoles and media servers. Final confirmation calls with venue, vendors, and artist management. Distribute the day-of schedule to all parties. Confirm catering, security, and front-of-house operations. Every detail should be documented and confirmed before the truck leaves the warehouse.
Show Week & Day-Of
Load-in follows the documented schedule: staging and rigging first, then audio, lighting, and video. System checks verify every component. Soundcheck confirms the mix and monitor world. A production meeting aligns all departments on the show flow, cue sequences, and contingency procedures. Doors open, the show runs per the production script, and strike begins immediately after the final note. Post-show: settle with local vendors, file the production report, and confirm equipment accountability.
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Discuss Your ProductionProduction Timeline FAQ
Common questions about concert production timelines and scheduling.
By 8 weeks out, the following milestones should be complete: production scope finalized, vendor contracts signed, equipment packages specified, preliminary crew lists built, stage plots and system designs in progress, and venue advance coordination initiated. The 8-week mark is the transition from planning into active execution — anything not locked by this point risks cascading delays through the advance period and into show week.
