How to organise a music night without last-minute chaos

Start by fixing the venue, performers and technical requirements before inviting anyone. Build the music programme around confirmed performances, then open registrations and collect dietary requirements while you still have time to adjust catering. In the final week, print the run sheet and visitor list, check the shopping list and confirm who is collecting equipment. On the day, inspect the space first, clear emergency exits, then set up sound, seating, entrance, cloakroom and bar in that order.

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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
Send invitations
2 people
2
Open registrations
3
Confirm performances
2 people
4
Create the music program
2 people
5
Reserve venue
6
Reserve audio equipment
7
Check permits
8
Process registrations
2 people
9
Collect dietary requirements
10
Confirm performances
2 people
11
Print the run sheet
12
Print the visitor list
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Collect equipment
2 people
16
Chill drinks
2 people
17
Set out non-perishable snacks
2 people
18
Open venue
2 people
19
Inspect the space
2 people
20
Clear emergency exits
2 people
21
Set up tables
4 people
22
Set up chairs
4 people
23
Set up the entrance
2 people
24
Set up the cloakroom
2 people
25
Set up the bar
3 people
26
Set up coffee station
2 people
27
Set out snacks
3 people
28
Hang decorations
3 people
29
Decorate tables
2 people
30
Hang lights
2 people
31
Set up speakers
3 people
32
Connect the mixing console
2 people
33
Connect microphones
2 people
34
Test the music playlist
2 people
35
Perform sound check
3 people
36
Receive performers
2 people
37
Set up instruments
3 people
38
Give staff briefing
2 people

Event

39
Open the doors
3 people
40
Register visitors
3 people
41
Manage the cloakroom
2 people
42
Serve coffee and tea
2 people
43
Serve snacks
3 people
44
Play music
45
Announce performances
46
Operate microphones
47
Coordinate stage changes
2 people
48
Serve drinks
3 people
49
Refill drinks
2 people
50
Refill snacks
2 people
51
Restock the coffee station
52
Collect used dishes
2 people
53
Clear tables during the event
2 people
54
Remove waste regularly
2 people
55
Check toilets
56
Check the sound level
57
Announce the final act
58
Guide visitors to the exit
3 people
59
Complete coat check checkout
2 people
60
Turn off the music

Aftercare

61
Switch off equipment
2 people
62
Disconnect equipment
3 people
63
Remove decorations
3 people
64
Clear tables and chairs
4 people
65
Clearing the bar
3 people
66
Wash dishes
3 people
67
Sort waste
2 people
68
Sweep the floor
2 people
69
Mop the space
2 people
70
Clean the restrooms
2 people
71
Lock up the venue
2 people
72
Check borrowed items
2 people
73
Return equipment
2 people
74
Store leftovers
2 people
75
Keep lost and found items
76
Send thank-you message
77
Share photos

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Bar stoolsqty 6
Bar unit
Coat racksqty 3
Foldable tablesqty 4

Tableware

Glassesqty 140
Beer glassesqty 80
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 140
Cutlery setsqty 140
Serving traysqty 12
Small bowlsqty 20
Water jugsqty 8

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Laptop
DI boxesqty 2
Instrument cablesqty 12
XLR cablesqty 12
Extension cordsqty 4
Power stripsqty 8
Spare batteriesqty 24
Gaffer tapeqty 4

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lanternsqty 6

Decorations

Music postersqty 12
Buntingqty 10
Tableclothsqty 12
Table decorationsqty 12
Name badgesqty 120
Program postersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 6
Coolersqty 2
Serving tongsqty 12
Bottle openersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Measuring cupsqty 2

Cleaning

Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Toilet brushesqty 4
Waste binsqty 10
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm every performance before publishing the programme, including arrival time, set length and microphone or DI-box requirements. Leave at least 30 minutes between the final programme version and printing the run sheet.
Treat sound as a separate workstream: reserve the active speakers, subwoofers, mixer and microphones early, then test cables, stands, power strips and spare batteries before guests arrive.
Open registrations before buying food and drinks. Use the registration list to estimate portions, record dietary requirements and keep a small buffer rather than discovering missing options during setup.
Schedule venue access early enough for a full equipment check and sound test. Set up speaker stands and LED spotlights only after emergency exits and walkways are clear.
Keep the visitor list, run sheet and shopping list printed in separate places at the entrance and bar. Chill drinks and put out non-perishable snacks after the room layout is finished, so they are not moved during setup.

Frequently asked questions

How far in advance should I organise a music night?: Start at least 6 to 8 weeks ahead if performers, a venue and audio equipment need to be confirmed. Open registrations once the programme and venue are secure, then keep the final week for printing, shopping and confirmations.
How do I plan the order of performances?: Create the programme only after each performer has confirmed their availability and technical needs. Add a 15- to 30-minute changeover between acts when instruments, microphones or DI boxes must be swapped.
When should I test the sound equipment for a music night?: Complete a basic equipment check at least one day before the event and do the full sound test when the venue opens. Allow 60 to 90 minutes for speakers, mixer, microphones, cables, power and lighting.
How many drinks should I buy for a music night?: For the first hour, plan on 2 to 3 drinks per guest, then about 1 drink per person per hour. Final quantities should follow the registration count, event length and whether coffee, water and alcohol-free options are available.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.