Music afternoon checklist: what to arrange and when

A music afternoon needs more than a programme and a few performers. You need confirmed timings, working sound equipment, a clear stage area, enough seating and refreshments ready before guests arrive. This checklist takes you from booking the date and performers to setting up microphones, instruments and tables on the day. It also covers details that are easy to leave too late, such as dietary requirements, permits, artist information and a printed run sheet.

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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
Compile the music program
2 people
Contact performers
2 people
Confirm performances
2 people
Gather technical requirements
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Make reservations
Check permits
Create floor plan
2 people
Assign volunteers
2 people
Print the run sheet
Send artist information
Test the equipment
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Clear the venue
3 people
Set up tables and chairs
4 people
Mark the stage area
2 people
Set up the sound system
3 people
Connect microphones
2 people
Set up instruments
3 people
Tape down cables securely
2 people
Hang lighting
2 people
Hang decorations
3 people
Set up the buffet and bar
3 people
Set out tableware and cutlery
2 people
Check restroom facilities
Clear the emergency exits
2 people

Event

Welcome performers
2 people
Run the sound check
3 people
Open the doors
2 people
Welcome visitors
2 people
Explain the program
Support the first performance
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Support the second performance
2 people
Clear away break tables
2 people
Guide the third performance
2 people
Prepare evening snacks
3 people
Artist support
Support the fourth performance
2 people
Adjust lighting
Support the final performance
2 people
Serve the last round
2 people
Say goodbye to visitors
2 people

Aftercare

Turn off the sound system
2 people
Pack leftover food
2 people
Collect waste
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the venue
4 people
Remove decorations
2 people
Check the equipment
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Keep lost and found items

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 6
Buffet tablesqty 3
Coat racksqty 2
Stage sectionsqty 6

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 6

Equipment

Active speakersqty 2
Music mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Instrument cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 12
Backup batteries for sound system

Lighting

LED spotlightsqty 6
String lightsqty 4
Outdoor lightsqty 4

Decorations

Balloonsqty 100
Buntingqty 6
Tableclothsqty 10
Stage backdrop
Menusqty 10
Program postersqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Thermos flasksqty 4
Coolersqty 4
Ice bucketsqty 3
Induction platesqty 2
Hot traysqty 4

Cleaning

Waste binsqty 6
Broom setsqty 3
Mop headsqty 2
Cleaning bucketsqty 3
Microfiber clothsqty 12
Hand broomsqty 3

Catering

Groceries

Tips

Confirm the music programme and each performance before sending invitations. Share arrival times, set lengths, technical requirements and stage details with every performer at least one week before the event.
Test the complete sound setup before guests arrive, not just the speakers. Connect the mixer, microphones, microphone stands, instrument cables and power supplies, then keep backup batteries available for the sound system.
Plan the room around both listening and moving. Mark the stage area, place the seating and tables, and leave clear routes for performers, volunteers and anyone collecting drinks or snacks.
Collect registrations and dietary requirements before shopping. For a seated afternoon, prepare the correct number of chairs and allow extra tableware such as reusable cups, coffee cups, plates and cutlery for late additions.
Finish the practical setup early enough for a sound check. Aim to have tables, chairs, refreshments, lighting and decorations in place at least 60 minutes before the first performance, with the run sheet printed and volunteers assigned.

Frequently asked questions

How far in advance should I book performers for a music afternoon?: Contact performers as soon as the date and location are confirmed, ideally 6 to 8 weeks before the event. Confirm the programme, fees if applicable, arrival time and technical requirements in writing at least 7 days before.
When should I test the sound equipment for a music afternoon?: Test the full system on the event day at least 90 minutes before the first performance. Allow another 30 minutes for microphone levels, instrument connections, speaker placement and fixing cable problems.
How many chairs do I need for a music afternoon?: Prepare one chair for every registered guest, plus 5 to 10 percent extra if space allows. Keep several spare chairs nearby so late arrivals do not interrupt a performance.
When should I prepare drinks and snacks for a music afternoon?: Do the shopping after registrations and dietary requirements are confirmed, usually 2 to 3 days before the event. Chill drinks and prepare snacks on the day, finishing setup 30 to 45 minutes before guests arrive.

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.