The Gig Preparation Checklist: Everything a Band Needs Before Show Night
Print it, save it, share it with your band. Use it before every gig.
What Should Be on a Gig Preparation Checklist?
A complete gig preparation checklist covers five phases: 2–4 weeks before (confirm booking logistics, draft setlist, identify problem songs), 1–2 weeks before (focused rehearsal, full run-through, finalise setlist), 2–3 days before (equipment check, all members briefed), day of show (load-in, soundcheck, performance), and after the show (settlement logged, retro completed, gear inventoried).
The difference between a show that runs smoothly and one that falls apart is rarely talent. It's preparation — specifically, whether you worked through the details in advance or left them to chance on the night.
This checklist covers everything: from the weeks before a show to the moment you walk on stage. Work through it before every gig and you'll eliminate most of the predictable problems before they happen.
2–4 Weeks Before the Show
Booking & Logistics
- Show details confirmed with venue: date, load-in time, soundcheck time, set time, set length
- Booking contact name and number saved and accessible to all members
- All band members have confirmed availability
- Travel and logistics agreed — who's driving, when you're meeting, where
- Any venue-specific requirements checked: parking, stage size, PA (provided or bring your own), dress code
Setlist & Repertoire
- Draft setlist built based on set length, with buffer
- Song statuses reviewed — every song in the setlist rated honestly
- Problem songs identified — any song below "Solid" that's earmarked for the setlist
- Setlist energy arc checked — opens strong, builds to a peak, closes strong
- No more than two slow songs consecutively
- Setlist accessible to all band members
1–2 Weeks Before the Show
Rehearsal
- Rehearsal plan focused on setlist songs, not general practice
- Problem songs given priority rehearsal time
- Full set run-through at performance intensity completed at least once
- Debrief after run-through — problem songs noted and addressed
- Any arrangement changes agreed and locked in
Setlist
- Setlist reviewed after rehearsal feedback
- Any songs pulled or swapped based on rehearsal performance
- Running set time confirmed with buffer
Show Details
- All show details confirmed and in a shared location all members can access
- Any outstanding venue questions answered
- Show-ready percentage assessed: are the songs in this setlist actually ready?
2–3 Days Before the Show
Setlist
- Setlist finalized and locked — no more changes unless unavoidable
- Printed copies prepared (optional but useful)
- Digital version accessible on all phones
Individual Preparation
- Each member has done their own prep on any songs still feeling uncertain
- Harmonies, specific sections, or new arrangements reviewed individually
Equipment
- Strings checked — fresh strings fitted if needed (guitarists, bassists)
- Spare strings packed
- Batteries replaced in all gear that uses them (pedals, wireless units, in-ears)
- All cables checked — known-good cables packed, spares included
- Pedals and effects tested — nothing producing unexpected noise or dropout
- Any rented or borrowed gear confirmed and collected
Day of the Show
Before Leaving
- All gear loaded and accounted for
- Setlist accessible (printed and/or phone)
- Venue address confirmed in navigation
- Leaving with enough time to arrive without rushing — load-in time, not show time
Load-In
- Arrived at or before load-in time
- Checked in with venue contact
- Stage plot and input list provided to sound engineer if required
- Gear set up and ready for soundcheck
Soundcheck
- Monitor mix dialled in — every member can hear themselves and the rest of the band
- Front-of-house sound checked at performance volume
- Opening song run at full performance intensity
- Any known problem songs or tricky transitions tested
- Brief conversation with sound engineer about the sound you're going for
Before Stage Time
- Every member knows the setlist
- Any last-minute changes to the setlist communicated to everyone
- Tuning checked
- Water on stage or accessible
- Energy managed — not exhausted, not overstimulated
On Stage
Performance Reminders
- First song: play it like it matters — the first 90 seconds set the tone
- Transitions: keep dead air minimal, know what's coming next
- Read the room: if the crowd is responding differently than expected, adjust
- Energy arc: don't peak too early — save your biggest moments for the final third
- Encore: if you're planning one, hold those songs back from the main set
After the Show
Immediate
- Brief debrief while it's fresh — what worked, what didn't
- Any urgent equipment issues noted (broken strings, gear problems, borrowed items to return)
- Settlement with venue completed
Within 24 Hours
- Song ratings updated based on live performance — be honest
- Song statuses updated — anything that underperformed gets reviewed
- Show logged: crowd size, earnings, setlist played, general notes
- Venue notes updated for future reference
- Anything needing attention before the next show flagged — and post-show retro completed while it's fresh
Equipment Quick Reference
Always bring:
- Spare strings (x2 sets minimum for guitarists/bassists)
- Spare batteries for every piece of gear that uses them
- Spare cables (instrument and XLR)
- Tuner (clip-on or pedal)
- Gaffer tape
- Multi-tool or basic toolkit
- Power strip if you have a complex pedal setup
- Phone charger
Check before every show:
- All pedals powering on correctly
- Wireless units paired and transmitting cleanly
- In-ear monitors or earbuds working
- Any borrowed or rented gear collected and tested
Using Setlistly to Run This Checklist
Most of the pre-show work in this checklist — auditing song statuses, building and locking the setlist, confirming show details, logging post-show data — lives inside Setlistly.
Your song library tracks statuses and ratings so the pre-show audit is a two-minute check, not a mental exercise. Show Management keeps all your gig details in one shared place. The Setlist Builder calculates runtime automatically so pacing decisions are informed, not guessed. And Show Retros plus Venue Intelligence mean every gig's data flows directly into making the next one better.
The checklist doesn't change. Setlistly just makes sure you actually do it.
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