How to organise a music marathon without losing control

A music marathon succeeds or fails on timing: artists need clear arrival instructions, the programme must leave room for changeovers, and the sound team needs access before the first performance. Start by securing the venue and building the schedule, then confirm musicians, technical requirements and registrations. In the final 24 hours, print the run sheet and visitor list, check every cable and microphone, and prepare food and drinks so the event team is not improvising during the show.

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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

1
Reserve venue
2
Create the program and schedule
2 people
3
Book musicians and DJs
2 people
4
Check music rights
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Collect artist information
9
Gather technical requirements
2 people
10
Print the run sheet
11
Print the visitor list
12
Do the shopping
2 people
13
Check the equipment
2 people
14
Gather music files
15
Fill coolers
2 people
16
Open venue
2 people
17
Check the room and emergency exits
2 people
18
Set up tables and chairs
4 people
19
Clear the stage area
2 people
20
Set up the sound system
3 people
21
Connect microphones
2 people
22
Hang lighting
2 people
23
Perform sound check
3 people
24
Prepare snacks
3 people
25
Set up the buffet and bar
2 people
26
Set up the registration table
2 people
27
Hang decorations
2 people

Event

28
Welcome performers
2 people
29
Register visitors
3 people
30
Announce the opening
31
Carry out the music program
3 people
32
Guide performer changes
2 people
33
Check the sound level
34
Serve snacks
2 people
35
Refill drinks
2 people
36
Restock coffee and tea
37
Collect used dishes
2 people
38
Empty trash bins
39
Announce the final act
40
See visitors out
2 people

Aftercare

41
Tear down audio equipment
3 people
42
Remove decorations
2 people
43
Clear tables and chairs
4 people
44
Wash dishes
2 people
45
Clean the venue
3 people
46
Dispose of waste
2 people
47
Collect lost and found items
48
Return equipment
2 people
49
Clear away leftover stock
2 people
50
Return venue keys

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
High tablesqty 4
Coat racksqty 2

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Music standsqty 3
DI boxesqty 2
Extension cordsqty 6
Power stripsqty 6
Cable tiesqty 30

Lighting

LED spotlightsqty 4
String lightsqty 3
Spare batteriesqty 24

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10
Serving jugsqty 4

Kitchen

Coolersqty 4
Thermos flasksqty 3
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Tableclothsqty 8
Music postersqty 12
Balloonsqty 80
Barrier tapeqty 2

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setqty 2

Safety

First aid kit
Cable matsqty 8

Catering

Groceries

Tips

Build the programme around changeovers, not just performance times. Allow at least 15 minutes between acts when microphones, music stands or DI boxes need to be moved, and mark who is responsible for each transition.
Collect technical details from every musician before the final schedule is published. Ask about microphones, instruments, playback files and power needs; missing information is much harder to solve once the sound check has started.
Schedule the sound check before doors open and test the full signal path, including the mixer, active speakers, wireless microphones, laptop and extension cords. Keep spare batteries and cable ties where the sound team can reach them.
Print two working documents on the day: a run sheet for the crew and a visitor list for registration. Keep digital copies too, but do not rely on a phone if the venue has poor reception or the battery runs low.
Prepare the bar and buffet before the first audience members arrive. Fill the coolers, set out glasses and serving jugs, and portion snacks early so registration staff are not pulled away during the opening performance.

Frequently asked questions

How far in advance should I book musicians for a music marathon?: Start contacting musicians as soon as the venue and event date are confirmed, preferably at least 8 to 12 weeks ahead. This gives you time to replace an unavailable act and collect each performer’s technical requirements before finalising the programme.
How much time should I allow between music marathon performances?: Allow 15 minutes for a simple changeover and 20 to 30 minutes if instruments, microphones or playback equipment need to be replaced. Add a longer break after several acts so the crew can reset the stage and performers can take a proper break.
When should the sound check take place?: Plan the sound check 2 to 3 hours before the audience arrives, with every musician given a specific arrival time. Test the microphones, mixer, speakers, laptop, DI boxes and power connections rather than checking only the main speakers.
What should I prepare the day before a music marathon?: Finish shopping, confirm artist arrivals, gather music files, print the run sheet and visitor list, and check all equipment the day before. On event day, you should mainly be opening the venue, setting the room, completing the sound check and preparing the buffet.

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