Jam Session Checklist

A jam session runs smoothly when the musical setup, room and sound system are decided before musicians arrive. Start by confirming the date, location and format, then collect registrations and check who is bringing which instrument. During the final week, confirm suppliers, technical connections and dietary requirements. On the day, allow time to ventilate the room, set up microphones and amplifiers, test every channel and prepare drinks and snacks before the first players arrive.

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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

Confirm date and location
2 people
Determine the musical setup
2 people
Send invitations
Process registrations
Collect dietary requirements
Inventory musicians and instruments
2 people
Reserve a room
Reserve audio equipment
Compile music list
2 people
Draw up the program and rules
2 people
Assign volunteers
Confirm registrations
Confirm suppliers and bookings
Check the shopping list
Plan technical connections
2 people
Check the space and noise level
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Test equipment
2 people
Pick up venue keys
Open and ventilate the room
2 people
Set up tables and chairs
3 people
Set up the musicians' room
3 people
Set up the sound system
3 people
Connect microphones and instruments
3 people
Tape down cables securely
2 people
Set up the bar and buffet
3 people
Set up the registration table
Hang up the program
Run the sound check
3 people

Event

Receive participants
2 people
Explain the house rules
Lead the opening number
3 people
Rotate musicians
2 people
Serve snacks
2 people
Refill drinks
2 people
Provide coffee and tea
Check the sound level
Track requests and playlist
Announce breaks
Announce the final act
See participants off
2 people

Aftercare

Disconnect instruments and equipment
3 people
Take down the sound system
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect and sort waste
2 people
Clean the room
3 people
Check and clean the restrooms
Store equipment safely
2 people
Return borrowed items
2 people
Lock up the venue and return the keys

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Bar stoolsqty 6
Buffet tablesqty 2
Clothes racksqty 2

Equipment

Mixing console
Speakersqty 2
Monitor speakersqty 2
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Guitar amplifiersqty 2
Bass amplifier
Electronic drum kit
Keyboard
Keyboard stand
Guitar standsqty 4
Music standsqty 4
Headphonesqty 3
Audio cablesqty 15
Microphone cablesqty 10
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 3
Gaffer tapeqty 4
Spare batteriesqty 24
Voting devicesqty 3
Metronomesqty 2

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 30
Platesqty 60
Cutlery setsqty 60
Pouring jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 3
Chef and serving knivesqty 4
Serving plattersqty 8
Serving tongsqty 6
Bottle openersqty 3
Thermos flasksqty 4
Ice packsqty 12

Decorations

Tableclothsqty 8
Mood lightingqty 4
Plantsqty 6
Information boardsqty 4

Lighting

LED floor lampsqty 4
LED string lightsqty 4

Cleaning

Waste binsqty 6
Mopsqty 2
Bucketsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Decide the musical setup before sending invitations. State how players sign up, whether there are time limits, which instruments are available and whether musicians should bring their own cables or amplifiers.
Check the room’s noise level and layout at least one week ahead. Leave clear space for the musicians’ area, audience seating, tables and cable runs, and confirm when you can collect the venue keys.
Make a simple input list for the sound system. Count microphones, stands, DI boxes, monitor speakers, amplifiers and cables, then add at least two spare microphone cables and enough extension cords for the full setup.
Confirm registrations and dietary requirements 2–3 days before the session. Use the final number to prepare snacks, reusable drinking glasses and coffee cups, and chill the drinks before guests arrive.
Plan the soundcheck as a separate block of at least 45 minutes. Test each microphone, amplifier, keyboard, electronic drum kit and monitor speaker individually before opening the room to musicians.

Frequently asked questions

How far in advance should I organise a jam session?: Set the date, room and musical format at least 4–6 weeks ahead. Send invitations soon after, then confirm registrations, suppliers and equipment during the final week.
How long should a jam session soundcheck take?: Allow at least 45 minutes for a small setup and 60–90 minutes if several microphones, amplifiers, monitors and a mixing console are involved. Test every input before the first performance slot.
How many drinks should I provide for a jam session?: Plan about 2–3 drinks per person for the first hour, then roughly 1 drink per person per additional hour. Add water and keep reusable glasses available throughout the session.
When should I confirm musicians and instruments?: Confirm the musician list and instruments 2–3 days before the event. This gives you time to fill gaps, adjust the music list and check whether extra microphones, DI boxes, stands or amplifiers are needed.

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