How to organise a music weekend without last-minute problems

A music weekend needs more than a list of performers. You need a fixed programme, reliable sound equipment, clear guest information and enough people to keep the schedule moving. Start by confirming the date and artists, then build the repertoire and timetable before opening registrations. Catering, dietary requirements, transport details and volunteer roles should be settled well before arrival day. The final setup is mainly about checking connections, clearing the stage and making the venue easy to run.

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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
Confirm artists and bands
2 people
3
Create repertoire and schedule
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Check participants' contact details
8
Make reservations
9
Reserve sound system
10
Place catering order
11
Assign volunteers
2 people
12
Print the run sheet
13
Collect emergency contacts
14
Print house rules
15
Share route and parking information
16
Check the shopping list
2 people
17
Do the shopping
3 people
18
Chill drinks
2 people
19
Store food chilled
2 people
20
Gather equipment and materials
3 people
21
Open venue
2 people
22
Ventilate the rooms
2 people
23
Set up tables
4 people
24
Set out chairs
4 people
25
Clear the stage area
3 people
26
Set up sound equipment
4 people
27
Set up instruments
4 people
28
Connect microphones
2 people
29
Perform sound check
4 people
30
Install lighting
3 people
31
Hang decorations
3 people
32
Set up the entrance
2 people
33
Hang up the schedule and house rules
34
Set up the buffet
3 people
35
Prepare coffee and tea
2 people
36
Prepare snacks
3 people

Event

37
Staff the registration desk
2 people
38
Welcome visitors
2 people
39
Distribute program
2 people
40
Guide the opening act
2 people
41
Serve break snacks
3 people
42
Refill drinks
2 people
43
Restock the buffet
2 people
44
Welcome performers
2 people
45
Announce performances
46
Coordinate stage changes
3 people
47
Check the sound level
48
Operate lighting
49
Clear tables
2 people
50
Collect glasses and tableware
2 people
51
Empty trash bins
2 people
52
Check toilets
53
Support the final performance
3 people
54
See visitors out
2 people

Aftercare

55
Turn off the sound equipment
3 people
56
Store instruments safely
4 people
57
Chill food and drinks
2 people
58
Wash dishes
3 people
59
Clear tables and chairs
4 people
60
Remove decorations
3 people
61
Clean the venue
4 people
62
Clean the restrooms
2 people
63
Dispose of waste
2 people
64
Check the equipment
2 people
65
Gather borrowed items
2 people
66
Return sound equipment
2 people
67
Store leftover stock
2 people
68
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Bar stoolsqty 8
Buffet tablesqty 4
Clothes racksqty 2

Equipment

Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 4
Monitor speakersqty 2
Music cablesqty 12
Power stripsqty 8
Extension cordsqty 8
Cable matsqty 10
Music standsqty 12
Spare batteriesqty 16

Lighting

LED spotlightsqty 6
String lightsqty 6
Light standsqty 2

Tableware

Reusable glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4

Decorations

Stage drapesqty 4
Buntingqty 8
Tableclothsqty 12
Name badgesqty 80
Program postersqty 10
Tapeqty 6
Cable tiesqty 100

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Mop headsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Toilet brushesqty 3

Catering

Groceries

Tips

Confirm the artists, repertoire and running order before sending invitations. Guests need to know what they are signing up for, and performers need the final schedule early enough to prepare.
Set a registration deadline at least 7 days before the weekend. Use the final list to check contact details, collect dietary requirements and place the catering order for the correct number of people.
Treat the sound system as a separate production task. Check the mixer, active speakers, microphones, DI boxes, monitors, cables, power strips and spare batteries before the venue opens, then leave time for a sound check.
Assign volunteers to specific shifts rather than asking for general help. Cover registration, refreshments, stage changes and closing duties, and print one run sheet showing who is responsible and when.
Prepare the venue in arrival order: ventilate the rooms, clear the stage area, set up tables and chairs, then place lighting and cable mats. Chill drinks and store food cold only after you know where the serving area and equipment will be placed.

Frequently asked questions

How far in advance should I organise a music weekend?: Set the date and contact artists at least 8 to 12 weeks ahead. This gives you time to confirm the programme, reserve the sound system, collect registrations and arrange catering without rushing.
When should I send invitations for a music weekend?: Send invitations once the date, main artists and programme structure are confirmed, usually 4 to 6 weeks before the weekend. Set a registration deadline about 7 days before arrival so you can finalise food and contact details.
How many volunteers do I need for a music weekend?: Plan at least one volunteer for registration and one for refreshments during each busy period, plus someone responsible for the stage schedule. For a larger group, add one person for every 25 to 30 participants so duties do not overlap.
When should I do the sound check?: Finish the basic sound setup at least 2 hours before the first performance. Allow extra time if several bands share microphones, monitor speakers, DI boxes or different instrument connections.

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.