How to organise a taptoe from first plan to final march

A taptoe combines several marching bands, a fixed route, timed performances and an audience moving between locations. Start by securing the date and site, then build the programme around the associations’ availability and technical needs. Permits, insurance, traffic measures and power requirements need attention well before invitations go out. In the final week, check the weather, print one definitive run sheet and make sure every volunteer has the same contact details.

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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
Confirm date and location
2 people
2
Apply for permits
3
Check insurance
4
Invite music associations
2 people
5
Record performances and times
2 people
6
Create route and site layout
2 people
7
Make reservations for materials
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Send the program to the associations
12
Gather technical requirements
2 people
13
Send press release
14
Post on social media
15
Assign volunteers
2 people
16
Coordinate traffic measures
2 people
17
Check the weather forecast
18
Print final run sheet
19
Print participant list
20
Publish audience information
21
Do the shopping
3 people
22
Collect materials
3 people
23
Chill drinks
2 people
24
Prepare snacks
4 people
25
Hand out contact details
26
Inspect the grounds
3 people
27
Set up the stage
6 people
28
Set up bleachers and chairs
6 people
29
Set up tables for catering
3 people
30
Connect the sound system
3 people
31
Test microphones
2 people
32
Install lighting
3 people
33
Check power outlets
2 people
34
Put up barriers
4 people
35
Place route arrows
2 people
36
Hang up program signs
2 people
37
Hang up decorations
3 people
38
Set up the catering buffet
4 people
39
Set up the cash register and card reader
2 people
40
Brief volunteers
3 people

Event

41
Receiving music associations
4 people
42
Bring the instruments to the dressing rooms
6 people
43
Register participants
2 people
44
Welcome the audience
4 people
45
Distribute program
3 people
46
Mark parking spaces
3 people
47
Support the opening ceremony
3 people
48
Guide the performances
4 people
49
Guide the transitions between performances
4 people
50
Operating the sound system
2 people
51
Operate lighting
52
Serve drinks
4 people
53
Refill drinks
2 people
54
Serve snacks
3 people
55
Empty trash bins
2 people
56
Check toilets
2 people
57
Answer audience questions
2 people
58
Guide the photo moment
2 people
59
Announce the closing
2 people
60
Guide the audience to the exit
4 people
61
Supervise instrument handout
4 people

Aftercare

62
Close catering
4 people
63
Turn off the sound system
2 people
64
Turn off lights
65
Clear away chairs and tables
6 people
66
Dismantle the stage and barriers
6 people
67
Collect waste
4 people
68
Clean the grounds
4 people
69
Wash dishes
3 people
70
Inventory materials
2 people
71
Return materials
3 people
72
Distribute leftover food
2 people
73
Collect invoices and receipts
74
Send thank-you messages
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 500
Beer tablesqty 8
Stage sectionsqty 12
High tablesqty 8
Dressing room suppliesqty 4
Crowd barriersqty 30
Bollardsqty 20
Barrier tapeqty 6

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Speaker standsqty 4
Extension cordsqty 10
Power stripsqty 8
Cable reelsqty 4
Walkie-talkiesqty 8
Megaphone
Card machinesqty 2
Cash boxesqty 2
Rechargeable batteriesqty 24
Battery chargersqty 4

Lighting

LED lampsqty 12
Light standsqty 4
Battery lanternsqty 8

Decorations

Flagsqty 20
Buntingqty 12
Stage drapesqty 4
Program standsqty 6
Directional signsqty 12

Tableware

Reusable drinking glassesqty 600
Coffee cupsqty 150
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 20
Pliersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Giveaway binsqty 12
Bottle openersqty 6
Corkscrewsqty 3
Washing-up basinsqty 4
Thermos bottlesqty 6

Cleaning

Broom setsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2
Waste binsqty 12

Catering

Groceries

Tips

Set the route and site layout before confirming performances. Mark the stage, dressing rooms, audience areas, barriers, cable runs and directional signs so you can identify safety or access problems early.
Ask each music association for its performance time, arrival details and technical requirements before publishing the programme. Allow time to combine these replies into one schedule and send the final version back to every association.
Treat sound and power as one plan, not separate shopping lists. Count speakers, microphones, stands, mixer connections, extension cords, power strips and cable reels for every performance area, then test the setup before the event.
Assign volunteers to specific posts with start times and phone contacts. Traffic coordination, participant reception, refreshments, audience directions and route supervision should each have a named person rather than a general group instruction.
Finish public information and supplies before the last day. Print the participant list and final run sheet, publish arrival and audience guidance, chill drinks, prepare snacks, and keep battery lanterns available if the event runs into low light.

Frequently asked questions

How far in advance should I organise a taptoe?: Start at least 12 to 16 weeks ahead if several music associations and public-road measures are involved. Use the first weeks for the date, location, permits, insurance and invitations; leave the final 7 days for checks and printing rather than major decisions.
Do I need a permit for a taptoe?: Often, yes, especially when the route uses public roads, attracts an audience or requires traffic measures. Contact the relevant authority at least 8 to 12 weeks before the event and check whether separate arrangements are needed for sound, road closures or temporary structures.
How do I plan the programme for a taptoe?: Collect each association’s availability, arrival time, performance length and technical requirements before fixing the schedule. Build in at least 15 minutes between programme blocks for movement, introductions and sound changes, then send the final programme to all associations several days before the taptoe.
What should I check in the final week before a taptoe?: Check the weather forecast, permits, insurance documents, traffic measures, route signage, equipment and volunteer assignments 5 to 7 days beforehand. Print the final run sheet and participant list, and confirm the main contact numbers at least 24 hours before the event.

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