Music Afternoon Care Facility Checklist

A music afternoon in a care facility needs more than a performer and a room. Start by confirming the musician, invitations, registrations and each resident’s support or dietary needs. Transport, wheelchair-friendly seating and clear walkways need checking before the day, while food, drinks and sound equipment should be tested and prepared in a set order. Use this checklist to keep the afternoon calm, accessible and ready for residents, staff and guests.

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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

Reserve the room
Confirm the musician
Send invitations
2 people
Process registrations
Collect dietary requirements
Assess support needs
2 people
Arrange transportation for residents
2 people
Print the program
Make name badges
Do the shopping
2 people
Check dietary products
Chill drinks
2 people
Prepare snacks
3 people
Wipe down tables
2 people
Check chairs
2 people
Set up tables
3 people
Set up chairs
3 people
Clear the walkways
2 people
Set up the sound system
2 people
Test music and microphone
2 people
Hang decorations
2 people
Set up lighting
2 people
Set up buffet tables
3 people
Set out coffee and tea
2 people
Arrange snacks on platters
3 people
Set up the reception desk

Event

Receive participants
4 people
Guide residents to their seats
4 people
Explain the program
Guide music program
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Serve dietary products
2 people
Monitor quiet seating
2 people
Provide toilet assistance
2 people
Take photos with permission
See off guests and manage departure
4 people

Aftercare

Store leftovers in the fridge
2 people
Collect tableware
3 people
Collect waste
2 people
Dismantle the sound system
2 people
Remove decorations
2 people
Put tables and chairs back
3 people
Wash dishes
2 people
Clean the room
3 people
Check toilets
Check materials
2 people
Return borrowed materials
Clear away leftover groceries

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Wheelchair tablesqty 2
Buffet tablesqty 2
Coat racksqty 2

Equipment

Active speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Music player
Extension cordsqty 4
Power stripsqty 3
Rechargeable batteriesqty 8

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Forksqty 60
Cake forksqty 60
Coffee spoonsqty 60
Serving traysqty 8
Pouring jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 6

Decorations

Tableclothsqty 8
Paper garlandsqty 8
Flower arrangementsqty 6
Name badgesqty 60
Programsqty 60

Lighting

LED lampsqty 4
Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Confirm support and transport arrangements before finalising registrations. Allow extra time for residents who need assistance, and keep wheelchair tables and clear walkways in the room plan.
Test the active speakers, microphones, mixer, music player and microphone stands before residents arrive. Run the test with the actual extension cords, power strips and rechargeable batteries you will use.
Prepare the catering area separately from the performance space. Chill drinks, check dietary products, and set out coffee, tea, snacks, plates, glasses, forks and serving utensils only after the tables are wiped down.
Set up seating with access in mind, not just capacity. Check every chair, leave room for wheelchair tables, and avoid placing extension cords or furniture across the main walking routes.
Print the programme and prepare name badges before the event day. Keep a small spare supply of badges, cake forks and cups so late registrations or replacements do not interrupt the afternoon.

Frequently asked questions

How far in advance should I organise a music afternoon in a care facility?: Start at least 4 to 6 weeks ahead. This gives you time to confirm the musician, reserve the room, process registrations, collect dietary requirements and arrange resident transport.
When should I confirm resident support and transport?: Confirm both at least 7 days before the music afternoon, then check the final list again 24 hours beforehand. Include wheelchair access, assistance needs and any changes in attendance.
How much time is needed to set up the room and sound system?: Allow 90 to 120 minutes before guests arrive. Set up tables and chairs first, clear the walkways, then connect and test the speakers, microphones, mixer and music player.
When should drinks and snacks be prepared?: Chill the drinks and check dietary products on the day, ideally 2 to 3 hours before serving. Arrange snacks on platters and set out coffee and tea after the room and buffet tables are ready.

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.