Music Association Open Day Checklist

A music association open day has several moving parts: visitors need a simple registration route, teachers and musicians need a workable programme, and every room must be ready for demonstrations or trial lessons. Start with the date, room bookings and people leading the activities, then open registration and assign volunteers. In the final week, check reservations, instruments and printed information. On the day itself, allow time to ventilate rooms, test sound equipment and brief volunteers before visitors 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

Set the date and program
2 people
Reserve rooms and times
Arrange teachers and musicians
2 people
Design invitations
2 people
Send invitations
2 people
Post promotion on social media
2 people
Hang posters
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Put together trial lessons
3 people
Print the music program
Print visitor information
Check reservations
Check instrument list
2 people
Tune and test instruments
3 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare sign-in sheet
Prepare the volunteers briefing
Open venue
2 people
Ventilate the rooms
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up information tables
3 people
Set up the instrument demo room
4 people
Set up music lessons
3 people
Set up music stands
2 people
Prepare the music equipment
2 people
Connect sound equipment
2 people
Test microphones
2 people
Check the lighting
2 people
Hang decorations
3 people
Arrange snacks on platters
3 people
Set out coffee and tea
2 people
Set out drinks
2 people
Place waste stations
2 people
Check toilets
Brief volunteers
2 people

Event

Open doors for visitors
2 people
Register visitors
2 people
Explain the program
Give tours
2 people
Demonstrate instruments
5 people
Assist trial lessons
5 people
Provide information about the lessons
2 people
Coordinate music performances
4 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Collect used dishes
2 people
Empty trash bins
2 people
Check toilets periodically
Guide visitors to the exit
2 people

Aftercare

Store instruments safely
4 people
Turn off the sound equipment
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Empty the coolers
2 people
Collect waste
3 people
Clean rooms
4 people
Clean the restrooms
2 people
Collect lost and found items
Lock up the venue
2 people
Return materials
2 people
Store leftover groceries
2 people
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 date and programme before promoting the open day. Reserve each room and time slot first, then confirm teachers and musicians so trial lessons and performances fit the available space.
Open registration early enough to process replies before the event. Collect dietary requirements with each registration and use the final numbers to plan seating, refreshments and volunteer coverage.
Check the complete instrument and equipment setup at least one day ahead. Tune and test instruments, microphones, speakers, the amplifier and mixer; keep extension cords, power strips, duct tape and spare batteries together.
Print the music programme, visitor information and sign-in sheet before the final day. Prepare a few extra copies of each, since late visitors and accompanying family members may not be on the original registration list.
Give volunteers a written briefing before opening. Include who welcomes visitors, who directs people to rooms, who handles sign-in and when drinks and snacks are put out; open and ventilate the venue before the first arrival.

Frequently asked questions

How far in advance should I plan a music association open day?: Set the date and reserve rooms at least 8 weeks ahead. Aim to confirm teachers, musicians and the programme within the next 2 weeks, leaving the remaining time for invitations, registrations and promotion.
When should registration open for a music association open day?: Open the registration form as soon as the date, programme and main activities are confirmed, ideally 6 weeks before the event. Review registrations weekly and close or update the form 3 to 5 days before the open day so you can assign volunteers and prepare refreshments.
How many volunteers are needed for a music association open day?: Plan for at least 1 welcome or sign-in volunteer and 1 room or activity volunteer for each busy area at the same time. Add one floating volunteer if several trial lessons, instrument demonstrations or refreshments run simultaneously.
What should be checked on the day before the open day?: Check room reservations, the instrument list and every sound connection the day before. Also print the programme and visitor information, chill drinks, prepare snacks, and place cables and equipment so setup does not delay opening.

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.