How to organise a music workshop from start to finish

A music workshop needs more than a room, instruments and a teacher. Start by shaping the programme, then secure the teachers and venue before opening registration. Once participants sign up, use their information to create balanced groups and prepare the right equipment, music files and handouts. The final setup works best when you allow time to test every instrument, connect the sound system and arrange the welcome table before anyone arrives.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Develop the workshop program
2 people
2
Book music teachers
3
Reserve the venue and hall
4
Send invitations
2 people
5
Open the registration form
6
Process registrations
7
Collect dietary requirements
8
Check participant list
9
Create group assignments
2 people
10
Order workshop materials
11
Inventory instruments
2 people
12
Test instruments
2 people
13
Prepare music files
14
Check the shopping list
15
Do the shopping
2 people
16
Chill drinks
17
Prepare snacks
2 people
18
Open venue
2 people
19
Ventilate the hall
20
Set up tables
3 people
21
Set up chairs
3 people
22
Set up instruments
3 people
23
Connect sound equipment
2 people
24
Lay out worktops
2 people
25
Set up the reception table
2 people

Event

26
Receive participants
3 people
27
Register attendance
2 people
28
Explain workshop rules
29
Lead rhythm exercises
2 people
30
Demonstrate instruments
2 people
31
Guide music groups
4 people
32
Serve break drinks
2 people
33
Refill drinks
34
Serve snacks
2 people
35
Lead the rehearsal
3 people
36
Announce the final performance
37
Host the final performance
3 people
38
See participants off
2 people

Aftercare

39
Switch off instruments
2 people
40
Pack instruments
3 people
41
Wash dishes
2 people
42
Collect waste
2 people
43
Clear tables and chairs
3 people
44
Clean the room
3 people
45
Check the equipment
2 people
46
Count and store materials
2 people
47
Lock up the venue
2 people
48
Return borrowed items
2 people
49
Keep leftovers refrigerated

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Reception desk
Stoolsqty 6

Equipment

Portable speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Laptop
Extension cordsqty 4
Power stripsqty 4
Headphonesqty 6
DI boxesqty 2

Sports equipment

Acoustic guitarsqty 6
Keyboard
Keyboard stand
Djembesqty 8
Tambourinesqty 8
Shakersqty 12
Small percussion instrumentsqty 12
Guitar tunersqty 6
Picksqty 30
Guitar strapsqty 6
Music standsqty 12
Yoga matsqty 12

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40

Kitchen

Kettlesqty 2
Coffee maker
Thermos flasksqty 3
Coolersqty 3
Cutting boardsqty 3
serving plattersqty 6
Scissorsqty 6
Pen holdersqty 4

Decorations

Name card holdersqty 36
Tableclothsqty 8
Direction signsqty 6

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Set the programme before inviting people. Define the session length, activities and number of groups first, so you know how many teachers, instruments and seats to arrange.
Book the teachers and venue before opening registration. Confirm access time, room layout and available power points at least two weeks before the workshop.
Close registration with enough time to process dietary requirements and check the participant list. Aim to finalise groups and equipment needs at least 5 days before the event.
Test instruments and sound equipment before the workshop day. Check microphones, speakers, the mixer, DI boxes, extension cords and power strips together rather than discovering connection problems during setup.
Plan the arrival period separately from the workshop. Open and ventilate the room, set out tables and chairs, prepare the reception table, chill drinks and place worksheets where participants can find them before the first activity.

Frequently asked questions

How far in advance should I organise a music workshop?: Start planning at least 6 to 8 weeks ahead. Book the teachers and venue first, then allow 2 to 3 weeks for invitations and registrations.
How many instruments do I need for a music workshop?: Plan for one usable instrument or working place per participant in each practical activity. Add at least 2 spare small instruments and test everything 1 to 2 days before the workshop.
When should I make the groups for a music workshop?: Create the groups after registration closes, ideally 5 days before the event. Use the final participant list, experience levels and instrument preferences rather than making groups at the door.
How early should I arrive to set up a music workshop?: Allow 90 minutes before participants arrive. This gives you time to ventilate the room, arrange furniture, set up instruments, connect and test the sound equipment, and prepare reception and refreshments.

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.