How to organise a music afternoon without the usual hiccups

Start by fixing the date and venue, then build the music programme around confirmed performers and the room’s technical limits. Work backwards from the start time: allow time for equipment testing, stage setup, seating and refreshments before guests arrive. Registrations and dietary requirements affect both the room layout and the shopping list. The most common delays come from missing cables, unclear arrival instructions and leaving the sound check until the audience is already there.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Confirm performers and their technical requirements at least 2–3 weeks ahead. Ask about microphones, instrument cables, power needs and setup time, then send the final artist information with arrival instructions.
Schedule the sound check 60–90 minutes before the first performance. Test the active speakers, mixer, microphones, stands and backup batteries together rather than checking each item separately.
Create the floor plan after registrations close, ideally 3–5 days before the event. Include space for stage sections, speaker stands, tables, chairs, coat racks and clear cable routes covered by cable mats.
Shop from the confirmed guest count plus a 10% buffer. Chill drinks several hours before opening, and prepare snacks and serving platters early enough that the performance schedule does not compete with food preparation.
Print the run sheet and assign volunteers no later than the day before. Give one person responsibility for performers and timing, and another for refreshments and guest needs so questions do not all reach the organiser.

Frequently asked questions

How far in advance should I organise a music afternoon?: Start 6–8 weeks ahead if performers and a venue still need to be confirmed. Finalise the programme, registrations and technical requirements at least 2 weeks before the event.
How long before a music afternoon should performers arrive?: Ask performers to arrive 60–90 minutes before their first set if instruments and microphones need to be connected. Allow extra time when several acts share the sound system.
How many chairs and tables do I need for a music afternoon?: Plan one chair per registered seated guest, then add about 5% spare seating if the room allows. Choose table space for refreshments, cups, plates and serving platters based on the final guest count.
When should I do the sound check for a music afternoon?: Complete the full sound check at least 45 minutes before guests enter, with microphones, instruments, mixer and speakers connected. Keep 15 minutes afterwards for unexpected cable or battery problems.