How to organize a Together Play Day

A Together Play Day combines performances, participating associations, musicians, volunteers and shared activities in one venue. Start by fixing the date and program, then secure the venue, permissions and insurance before sending invitations. After registrations and performance times are confirmed, plan the stage, sound, lighting and room layout. The final week is for shopping, collecting materials, printing the program and briefing volunteers. On the day itself, allow enough time to build the playing area, connect equipment and test every microphone before doors open.

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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
Contact participating associations
2 people
3
Collect performances and times
2 people
4
Reserve venue
5
Check permits
6
Check insurance
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Compile musician list
2 people
11
Work out the stage layout
2 people
12
Gather technical requirements
2 people
13
Print the program
2 people
14
Check the shopping list
2 people
15
Do the shopping
3 people
16
Collect materials
2 people
17
Store musical instruments safely
3 people
18
Brief volunteers
2 people
19
Open venue
2 people
20
Build the stage and playing area
6 people
21
Set up tables
4 people
22
Set out chairs
4 people
23
Hang up decorations
3 people
24
Connect sound equipment
3 people
25
Connect lighting
2 people
26
Set up instruments
4 people
27
Set up music stands
3 people
28
Set up the catering area
3 people
29
Chill drinks
2 people
30
Prepare snacks
4 people
31
Set up registration desk
2 people
32
Lay out the programs
33
Perform sound check
3 people

Event

34
Receiving performing groups
3 people
35
Welcome visitors
3 people
36
Explain the program
37
Guide the opening act
3 people
38
Guide the performances
3 people
39
Swap instruments
4 people
40
Moving microphones
2 people
41
Serve snacks
4 people
42
Serve drinks
3 people
43
Refill drinks
2 people
44
Provide coffee and tea
2 people
45
Empty trash bins
2 people
46
Check toilets
47
Play break music
48
Assist the joint closing performance
4 people
49
Give a thank-you speech
50
Wave goodbye to visitors
3 people

Aftercare

51
Turn off the sound equipment
3 people
52
Pack instruments
4 people
53
Collect tableware
3 people
54
Clean up catering
4 people
55
Dismantle furniture
5 people
56
Remove decorations
3 people
57
Clean the venue
5 people
58
Dispose of waste
2 people
59
Return materials
2 people
60
Return borrowed instruments
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 180
Bar stoolsqty 8
Clothes racksqty 2
Stage sectionsqty 12
Music standsqty 45
Stools for musiciansqty 20
Bollardsqty 8

Equipment

Mixing console
Speakersqty 4
Stage monitorsqty 2
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Audio cablesqty 15
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Laptop
Music stand lightsqty 12

Lighting

Light setsqty 2
Mood lightingqty 8
LED lampsqty 12

Tableware

Glassesqty 220
Coffee cupsqty 120
Platesqty 220
Forksqty 220
Knivesqty 220
Spoonsqty 160
Serving spoonsqty 10
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Thermos flasksqty 4
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Bowlsqty 16
Measuring cupsqty 2

Catering

Cash drawer
Payment terminal
Menu boardsqty 6
Name badgesqty 60
Herb tablesqty 2
Groceries

Decorations

Buntingqty 8
Tableclothsqty 12
Flower arrangementsqty 8
Balloonsqty 100
Decorative music notesqty 20
Tapeqty 6
Cable tiesqty 100
Scissorsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Toilet brushesqty 4

Sports equipment

Conesqty 12
Practice ballsqty 20
Skipping ropesqty 10
Game cardsqty 4

Tips

Set the program before inviting people. Collect each performance, its duration and technical requirements, then leave at least 10 minutes between program blocks for changeovers.
Book the venue and check permits and insurance early. Aim to have these confirmed at least 6 to 8 weeks before the event, especially if the day includes amplified music or a public audience.
Create one technical plan for the stage and playing area. Mark positions for stage sections, music stands, musician stools, microphones, monitors and cable mats so setup does not become guesswork.
Treat power and sound as a separate checklist. Count microphones, DI boxes, speakers, extension cords and power strips, and test the mixing console and laptop before the event rather than during the first performance.
Give volunteers timed roles, not general instructions. Brief them at least 30 minutes before opening, with named responsibilities for registration, performers, room setup, refreshments and safely storing musical instruments.

Frequently asked questions

How far in advance should I plan a Together Play Day?: Start at least 8 weeks ahead. Use the first 2 weeks to set the date, program and venue, then confirm associations, permits, insurance and technical needs before sending invitations.
How much time do I need to set up the venue?: Allow at least 3 to 4 hours for setup when you are building a stage and playing area, arranging tables and chairs, hanging decorations, and connecting sound and lighting. Add another 30 minutes for a full sound check.
When should I collect performance times and technical requirements?: Ask for them with the registration or invitation and set a deadline 3 to 4 weeks before the event. Lock the running order and stage layout at least 7 days before the day so the printed program and equipment plan match.
How many volunteers are needed for a Together Play Day?: Plan for at least 1 volunteer at registration, 1 person coordinating performers, 2 people for room and stage setup, and 1 technical lead. For a larger program or several associations, add 1 floor volunteer for every 25 to 30 attendees.

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.