Blog | Hosting Outside Bands: Tips for Smooth and Successful Church Concert Production

Many churches open their doors to outside bands—whether Christian artists on tour, local groups, or guest musicians for special events. These concerts can be a fantastic way to connect with the community, encourage creativity, and bless people through music. But hosting bands that aren’t part of your regular church team comes with its own set of production challenges.

Here are some tips to help your church ensure a smooth and successful event:

1. Advance the Event Early

Don’t wait until soundcheck to figure things out. Ask the band (or their management) for a technical rider well in advance. This usually includes their stage plot, input list, and monitor needs. Even if they don’t have a formal rider, ask questions like:

• How many vocalists/instruments are you bringing?
• Do you need in-ear monitors, wedges, or both?
• What are your preferred microphone and DI needs?

This prep work helps your team avoid last-minute scrambling.

2. Plan the Schedule and Communicate Clearly

Bands often travel tight schedules, but clarity makes everyone’s life easier. Provide:

• A load-in time
• A soundcheck window
• The start time (and expected length) of the concert
• Load-out details

Send this schedule in advance and stick to it as much as possible. Clear communication builds trust and sets the tone for a smooth day.

3. Assign a Point Person

Give the band a single contact person from your church for production. This avoids confusion from too many voices giving instructions. Whether it’s your production director, worship leader, or facilities manager, the band should know who to go to for answers.

4. Be Ready for Flexibility

Even with the best planning, things change—gear fails, bands arrive late, or setlists shift. A good production team stays flexible and keeps a positive attitude. When challenges come up, a problem-solving mindset and servant-hearted approach will leave a lasting impression on the band and the audience.

5. Think Hospitality, Not Just Tech

Yes, production quality matters—but so does how you treat the artists. Provide water, snacks, or a green room if you can. Show them around your facility. A warm welcome communicates the love of Christ in a way that goes beyond the music or lights.

6. Prioritize Safety

With extra gear, lighting rigs, cables, and new people in the space, safety becomes even more important. Tape down cables, check rigging, and review your emergency plans. A safe event protects both the band and your congregation.

7. Debrief for Next Time

After the concert, gather your production team and ask:

• What worked well?
• What challenges came up?
• What could we do differently next time?

Documenting lessons learned will make each future event smoother and more professional.

Final Thought

Hosting a concert with an outside band can be one of the most exciting events your church puts on—but it’s also a chance to practice excellence, hospitality, and teamwork. With the right preparation and heart, you can create an environment where the music shines, the message connects, and the name of Jesus is glorified.