Aubade planning checklist

An aubade needs more than a music programme and a few chairs. You need to secure the date and location, confirm musicians, check permits and insurance, and give visitors clear information before the day. Catering, weather cover and sound equipment also need firm deadlines. Use this checklist to work from the first arrangements to the final setup, including details that are easy to leave until the last minute.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Reserve venue
Compile the music program
2 people
Confirm musicians
2 people
Check permits
Check insurance
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Send visitor information
Order catering
Test equipment
2 people
Check the weather forecast
Do the shopping
2 people
Chill drinks
2 people
Lay out the music folders
2 people
Mark stage layout
2 people
Build party tents
5 people
Set up tables
3 people
Set up chairs
4 people
Connect sound
3 people
Test microphones
2 people
Set up instruments
4 people
Hang decorations
3 people
Set up the buffet
3 people
Prepare coffee and tea
2 people
Set up the registration table
2 people
Place programs
2 people
Final safety check
2 people

Event

Welcome musicians
2 people
Welcome visitors
3 people
Announce the program
Perform an aubade
12 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware and waste
3 people
Tear down the music setup
4 people

Aftercare

Switch off equipment
2 people
Clear buffet
3 people
Clear tables and chairs
4 people
Take down party tents
5 people
Dispose of waste
2 people
Clean the venue
4 people
Return materials
2 people
Return equipment
2 people
Store leftover stock
2 people
Return borrowed items
2 people
Send thank-you message

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 3
Beer tablesqty 10
Chairsqty 120
Buffet tablesqty 4
Stoolsqty 12
Coat racksqty 2

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 4
Cable reelsqty 2
Music standsqty 12
Lecternsqty 2

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving spoonsqty 8
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Buntingqty 12
Tableclothsqty 10
Flower arrangementsqty 6
Program standsqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 6
Broom setsqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Start 6–8 weeks ahead by confirming the date and location, reserving the venue, checking permits and insurance, and confirming the musicians. These decisions affect the invitations, programme and equipment requirements.
Send invitations as soon as the programme and location are reliable, then set a registration deadline 10–14 days before the aubade. Use the registrations to collect dietary requirements and send practical visitor information.
Allow at least 2–3 weeks to compile the music programme and prepare music folders. Confirm the final running order with musicians before printing or laying out the folders and music stands.
Check the weather forecast 48 hours before the event and make the decision about party tents early enough to build them safely. On the setup day, keep tables, chairs and buffet furniture separate from the sound and instrument area.
Test the mixer, active speakers, wireless microphones, microphone stands and cables before visitors arrive. Chill drinks, prepare coffee equipment and place glasses, cups, plates and cutlery only after the serving areas are ready.

Frequently asked questions

How far in advance should I organise an aubade?: Start the main planning 6–8 weeks before the date. Confirm the venue, musicians, programme, permits and insurance first; send invitations once those details are stable.
When should aubade invitations be sent?: Send them around 4–6 weeks before the event, with a registration deadline 10–14 days before the aubade. This leaves time to order catering and account for dietary requirements.
How many microphones do I need for an aubade?: The number depends on the performers and presenters, so confirm it with the music programme before ordering or borrowing equipment. Test every microphone, stand, cable and speaker at least one day before the event.
When should I check the weather for an outdoor aubade?: Check the forecast 48 hours before the event and again on the morning itself. If tents or other cover are needed, arrange and build them before the tables, chairs and sound equipment are positioned.

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