Concert Logistics Checklist for a Smooth Show

The essential details that make a show run smoothly (and how to stop forgetting them).

A show can be amazing… or a disaster, simply because of one missing detail, a wrong time, or poor coordination.
Here’s a simple but complete checklist — and how BandCopilot makes it effortless.

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🎫 1. Confirm all essential information

Make sure you have these key details, verified in writing:

• Exact venue address
• Contacts: booker, stage manager, tech, reception
• Arrival time
• Soundcheck / stage times
• Parking and loading info
• Payment / contract details

👉 With BandCopilot

The show file centralizes all of this automatically.
No more scrolling through chats to find a phone number or schedule.

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🎚️ 2. Gear and technical preparation

A solid logistics plan includes a clear equipment list:

• Backline provided or not
• Amps / drums / stands / cables
• Special microphones
• Monitor needs
• Validated stage plot
• Updated tech rider

👉 With BandCopilot

Your stage plot and tech rider are stored online, always up to date, always accessible.
No more outdated PDFs causing confusion.

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🎤 3. The final setlist

A professional setlist includes:

• One unique version (not three floating around)
• Planned transitions
• Estimated durations
• Special cues
• Technical notes

👉 With BandCopilot

Create a clean, collaborative setlist, exportable and visible to the venue staff.

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🍽️ 4. Band comfort

Often forgotten… until you regret it:

• Water / soft drinks
• Snacks
• Drum rug
• Power strips / extensions
• First-aid kit
• Gaffer, batteries, adapters

👉 BandCopilot helps you track it

Use internal shared checklists visible to everyone.

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🚗 5. Transportation and timing

To avoid delays:

• Departure time
• Realistic travel time
• Parking plan
• Load-in instructions
• Driver or vehicle responsible

👉 With BandCopilot

Each event generates an .ics calendar file for all members.
No more timing mistakes.

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📸 6. Communication on site

For a professional impression:

• Confirm photo/video rules
• Plan how to publish content afterward
• Assign someone for stories / short clips
• Check image rights

👉 With BandCopilot

Everything is documented directly in the show file.

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🧾 7. After the show

Before leaving, make sure to:

• Confirm payment
• Retrieve invoice / documents
• Note technical feedback
• Do a quick debrief
• Pack gear properly

👉 BandCopilot keeps a history

Each show is logged → useful for the next ones.

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Conclusion

A successful show is a smooth experience for the band, the venue, the technicians, and the audience.

With BandCopilot, you centralize all logistics, all important info, all documents, and all members in one organized place.

🚀 Make your concert logistics simple and mistake-free with BandCopilot.