How to organise a music school open day

A music school open day works best when visitors can move easily between performances, workshops and practice rooms without interrupting lessons. Start with the date, programme and room plan, then schedule teachers and confirm every activity before promoting registration. In the final week, close registrations, publish the running order, check dietary requirements and test the sound setup. On the day itself, allow time for registration, instrument tuning, cables and signage before the first visitors arrive.

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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
Set the date and program
2 people
2
Assign rooms and audience areas
2 people
3
Schedule teachers for activities
2 people
4
Confirm performances and workshops
2 people
5
Publish registration form
6
Send invitations
2 people
7
Announce the open day online
8
Distribute posters and flyers
3 people
9
Process registrations
10
Collect dietary requirements
11
Publish the final program
2 people
12
Calculate catering quantities
2 people
13
Check the shopping list
2 people
14
Do the shopping
2 people
15
Chill cold items and drinks
2 people
16
Check instruments and equipment
3 people
17
Prepare performances technically
3 people
18
Print programs and route maps
2 people
19
Make name tags and badges
2 people
20
Prepare registration table
2 people
21
Set up tables and chairs
5 people
22
Set up the reception area
3 people
23
Set up instruments in practice rooms
4 people
24
Tune musical instruments
3 people
25
Connect the sound system
3 people
26
Test microphones
2 people
27
Secure lighting and cables safely
2 people
28
Set up the buffet and drinks table
3 people
29
Prepare coffee and tea
2 people
30
Arrange snacks on platters
3 people
31
Mark allergens at the buffet
32
Put up signage
2 people
33
Check sanitary areas
34
Hold team briefing
6 people

Event

35
Open doors and reception
2 people
36
Register visitors
3 people
37
Hand out programs
2 people
38
Direct visitors to classrooms
2 people
39
Assist trial lessons
6 people
40
Demonstrate instruments
5 people
41
Lead music workshops
5 people
42
Record sign-ups for trial classes
2 people
43
Staff the information booth
2 people
44
Serve coffee and tea
2 people
45
Serve snacks
2 people
46
Refill drinks
2 people
47
Keep the buffet clean and stocked
2 people
48
Empty trash bins
2 people
49
Oversee room changes
2 people
50
Announce evening program
51
Provide technical support for the evening concert
3 people
52
Welcome artists and participants
2 people
53
Set out break drinks
2 people
54
Inform last visitors
2 people
55
Collect lost and found items
56
Guide visitors to the exit
2 people

Aftercare

57
Collect tableware and glasses
3 people
58
Clear buffet
3 people
59
Sort and remove waste
3 people
60
Turn off the sound equipment
2 people
61
Store instruments safely
4 people
62
Put furniture back
4 people
63
Remove decorations
2 people
64
Clean the rooms
4 people
65
Clean the restrooms
2 people
66
Coil up and store cables
2 people
67
Check doors and windows
2 people
68
Store leftover catering
2 people
69
Return rented materials
2 people
70
Register lost and found items
71
Thank visitors by email
72
Process trial lesson requests

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Folding chairsqty 20
Bar stoolsqty 8
Coat racksqty 4
Changing room screensqty 2

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Cutlery setsqty 100
Serving utensilsqty 12
Serving traysqty 10

Equipment

Pianosqty 3
Electronic keyboardsqty 6
Guitar amplifiersqty 4
Music standsqty 24
Microphonesqty 6
Microphone standsqty 6
Speakersqty 2
Mixer
DI boxesqty 4
Instrument cablesqty 12
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Laptop
Music stand lightsqty 6
Metronomesqty 6
Headphonesqty 12
Headphone amplifiersqty 2
Percussion setsqty 4
Guitar standsqty 8
Instrument standsqty 8
Spare batteriesqty 24

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 12
Directional signsqty 12
Program standsqty 8
Plantsqty 8

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Light standsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 2
Scissorsqty 6
Rolls of tapeqty 12
Napkin holdersqty 8

Cleaning

Waste binsqty 8
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2

Registration

Clipboardsqty 6
Ballpoint pensqty 30
Name badgesqty 120
Wristbandsqty 150
Information leafletsqty 200
Program flyersqty 200
Registration formsqty 150
Route mapsqty 100
Name badge holdersqty 30

Catering

Groceries

Tips

Build the programme around fixed performance and workshop times, then assign each activity to a room with enough audience space. Leave at least 10 minutes between sessions so teachers can reset instruments and visitors can move between rooms.
Open registration before printing materials or ordering catering. Use the registration data to estimate attendance, collect dietary requirements and prepare name tags rather than guessing at the door.
Complete the technical check at least one day before the event. Test microphones, speakers, mixer, DI boxes, instrument cables and power connections in the rooms where they will actually be used.
Publish the final programme and route map several days in advance, not on the morning itself. Print extra copies and place clear information at reception so visitors do not have to ask where each activity is held.
Set up reception, seating and practice rooms before tuning instruments and connecting the sound system. Keep extension cords and cable mats ready, and reserve a final 30-minute walk-through for missing equipment, room changes and signage.

Frequently asked questions

How far in advance should I plan a music school open day?: Start planning at least 8 weeks before the event. Set the date and programme first, then allow 4 to 6 weeks for invitations, online promotion and registrations.
When should registration close for a music school open day?: Close registration 5 to 7 days before the event. This gives you time to process registrations, confirm dietary requirements, calculate catering quantities and publish the final programme.
How much time do I need to set up a music school open day?: Allow at least 3 hours for setup, plus a 30-minute final check. Room furniture, reception, instruments, sound equipment, route maps and name tags usually take longer than expected.
When should I test the sound system and instruments?: Do a full technical test one day before the open day and repeat a short check 60 minutes before opening. Tune instruments, test microphones and speakers, and check every cable and power strip in use.

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