How to organise an aubade without last-minute problems

An aubade combines a live music programme with an early gathering, so the order of preparation matters. Start by fixing the date and location, then confirm musicians, permissions and insurance before inviting guests. After registrations, arrange catering and visitor information, and leave equipment testing and weather checks for the final week. This plan helps you coordinate the music, seating, refreshments and outdoor setup without overlooking the details that usually cause delays.

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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
Reserve venue
3
Compile the music program
2 people
4
Confirm musicians
2 people
5
Check permits
6
Check insurance
7
Design invitations
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Send visitor information
12
Order catering
13
Test equipment
2 people
14
Check the weather forecast
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Lay out the music folders
2 people
18
Mark stage layout
2 people
19
Build party tents
5 people
20
Set up tables
3 people
21
Set up chairs
4 people
22
Connect sound
3 people
23
Test microphones
2 people
24
Set up instruments
4 people
25
Hang decorations
3 people
26
Set up the buffet
3 people
27
Prepare coffee and tea
2 people
28
Set up the registration table
2 people
29
Place programs
2 people
30
Final safety check
2 people

Event

31
Welcome musicians
2 people
32
Welcome visitors
3 people
33
Announce the program
34
Perform an aubade
12 people
35
Serve coffee and tea
3 people
36
Serve snacks
3 people
37
Refill drinks
2 people
38
Collect tableware and waste
3 people
39
Tear down the music setup
4 people

Aftercare

40
Switch off equipment
2 people
41
Clear buffet
3 people
42
Clear tables and chairs
4 people
43
Take down party tents
5 people
44
Dispose of waste
2 people
45
Clean the venue
4 people
46
Return materials
2 people
47
Return equipment
2 people
48
Store leftover stock
2 people
49
Return borrowed items
2 people
50
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 10
Chairsqty 120
Buffet tablesqty 4
Stoolsqty 12
Coat racksqty 2

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 4
Cable reelsqty 2
Music standsqty 12
Lecternsqty 2

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving spoonsqty 8
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Buntingqty 12
Tableclothsqty 10
Flower arrangementsqty 6
Program standsqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 6
Broom setsqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Fix the date and location before contacting musicians or sending invitations. Check permits and insurance at the same stage, because approval or cover may take several weeks.
Build the music programme before confirming the full setup. Allow at least one rehearsal or sound check, and match the stage layout to the number of musicians, music stands and microphones.
Set a registration deadline around 7 days before the aubade. Use the final guest list to confirm dietary requirements, seating, catering quantities and visitor information.
Test the sound system at the actual location at least 24 hours beforehand. Check the mixer, active speakers, wireless microphones, stands, extension cords and power strips together rather than separately.
For an outdoor aubade, make the weather decision no later than the previous day. Put tents, tables, chairs and cable protection on the setup plan, and chill drinks only after the final quantities are known.

Frequently asked questions

How far in advance should I organise an aubade?: Start at least 6 to 8 weeks ahead. This gives you time to reserve the location, confirm musicians, check permits and insurance, send invitations and order catering.
When should I send aubade invitations?: Send invitations about 4 weeks before the event, with a registration deadline 7 days before it. Use the responses to collect dietary requirements and prepare accurate visitor information.
When should I test the sound equipment for an aubade?: Do a full equipment test at least 24 hours before the aubade, then repeat a short line check on the day. Test microphones, speakers, mixer, stands, cables and power connections in their planned positions.
How do I prepare for bad weather at an outdoor aubade?: Check the forecast 48 hours before the event and make the final call by the previous day. If the event remains outdoors, prepare party tents, secure the layout and keep cables away from wet areas.

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