How to organize a music association open day

Start by fixing the date, program and rooms before inviting anyone. An open day usually combines trial lessons, demonstrations and informal conversations, so visitors need a clear route through the building. Confirm teachers and musicians early, then open registration and use it to collect dietary requirements and attendance numbers. In the final week, focus on room layouts, instruments, sound equipment, printed information, refreshments and a short volunteer briefing.

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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
Reserve rooms and times
3
Arrange teachers and musicians
2 people
4
Design invitations
2 people
5
Send invitations
2 people
6
Post promotion on social media
2 people
7
Hang posters
2 people
8
Open the registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Assign volunteers
2 people
12
Put together trial lessons
3 people
13
Print the music program
14
Print visitor information
15
Check reservations
16
Check instrument list
2 people
17
Tune and test instruments
3 people
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Prepare sign-in sheet
23
Prepare the volunteers briefing
24
Open venue
2 people
25
Ventilate the rooms
2 people
26
Set up tables and chairs
4 people
27
Set up the reception desk
2 people
28
Set up information tables
3 people
29
Set up the instrument demo room
4 people
30
Set up music lessons
3 people
31
Set up music stands
2 people
32
Prepare the music equipment
2 people
33
Connect sound equipment
2 people
34
Test microphones
2 people
35
Check the lighting
2 people
36
Hang decorations
3 people
37
Arrange snacks on platters
3 people
38
Set out coffee and tea
2 people
39
Set out drinks
2 people
40
Place waste stations
2 people
41
Check toilets
42
Brief volunteers
2 people

Event

43
Open doors for visitors
2 people
44
Register visitors
2 people
45
Explain the program
46
Give tours
2 people
47
Demonstrate instruments
5 people
48
Assist trial lessons
5 people
49
Provide information about the lessons
2 people
50
Coordinate music performances
4 people
51
Serve snacks
3 people
52
Serve coffee and tea
2 people
53
Refill drinks
2 people
54
Collect used dishes
2 people
55
Empty trash bins
2 people
56
Check toilets periodically
57
Guide visitors to the exit
2 people

Aftercare

58
Store instruments safely
4 people
59
Turn off the sound equipment
2 people
60
Remove decorations
3 people
61
Clear tables and chairs
4 people
62
Wash dishes
3 people
63
Empty the coolers
2 people
64
Collect waste
3 people
65
Clean rooms
4 people
66
Clean the restrooms
2 people
67
Collect lost and found items
68
Lock up the venue
2 people
69
Return materials
2 people
70
Store leftover groceries
2 people
71
Take out the trash
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Bar stoolsqty 6
Changing room clothes racksqty 2
Coat racksqty 4
Tableclothsqty 10

Equipment

Speakersqty 2
Amplifier
Microphonesqty 3
Microphone standsqty 3
Mixer
Extension cordsqty 6
Power stripsqty 6
Duct tapeqty 4
Musical instrumentsqty 20
Music standsqty 20
Voting devicesqty 4
Metronomesqty 4
Spare batteriesqty 12
Instrument coversqty 10

Tableware

Reusable drinking glassesqty 100
Coffee cupsqty 60
Platesqty 60
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Serving traysqty 8
Coffee potsqty 4
Teapotsqty 3

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 6
Mixing bowlsqty 4
Coolersqty 4
Ice cubesqty 8

Decorations

Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Directional signsqty 12
Information boardsqty 8
Program standsqty 6
Name stickersqty 150
Pensqty 20
Clipboardsqty 6

Lighting

LED light stringsqty 4
Table lampsqty 6
Spare bulbsqty 8

Cleaning

Waste binsqty 8
Trash bagsqty 80
Cleaning glovesqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Litter pickersqty 2

Catering

Groceries

Tips

Set the schedule before designing invitations. Allow separate time slots for trial lessons, performances and questions, and leave at least 15 minutes between activities for moving people and resetting rooms.
Open registration as soon as the program and teachers are confirmed. Use the form to record expected visitors, trial-lesson choices and dietary requirements, then review the list at least twice before the event.
Assign each volunteer a specific area and hand out a briefing before opening. One person should manage sign-in, while others guide visitors, check rooms and support teachers rather than improvising roles on the day.
Test every instrument and piece of sound equipment in the rooms where it will be used. Check microphones, mixer, amplifier, speakers, extension cords and power strips together, and keep spare batteries and duct tape ready.
Finish preparation in two stages: print the music program, visitor information and sign-in sheet the day before, then open and ventilate the venue before visitors arrive. Chill drinks and prepare snacks early enough that the welcome area is ready at opening time.

Frequently asked questions

How early should I start planning a music association open day?: Start at least 8 weeks ahead. Use the first 2 weeks to set the date, program and rooms, then confirm teachers and musicians before sending invitations.
When should I send invitations for a music association open day?: Send them 4 to 6 weeks before the event, once the timetable and trial lessons are fixed. Close or review registrations 7 days before the open day so you can assign volunteers and prepare materials.
How many volunteers do I need for a music association open day?: Plan on at least one volunteer for sign-in and one guide per active visitor area. For a program with three simultaneous rooms, four to five volunteers usually gives enough cover for arrivals, room changes and breaks.
When should I test the instruments and sound equipment?: Do a full test 1 to 2 days before the event, using the actual room setup. Repeat a quick check when the venue opens, including microphones, speakers, power connections and instrument tuning.

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.