Music camp checklist: what to arrange and when

A music camp combines accommodation, workshops, meals, instruments, and technical setup, so small omissions can disrupt the first session. Start with registrations and dietary requirements, then confirm the venue, catering, instruments, and workshop groups. During the final week, send the programme, prepare rooms, and test every microphone, cable, and speaker. This checklist follows the practical order from planning through participant arrival, with special attention to items that are often left until the last minute.

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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

Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check contact details
2 people
Reserve venue
Order catering
Inventory musical instruments
2 people
Create the workshop schedule
2 people
Create group assignments
2 people
Send program to attendees
Do the shopping
3 people
Collect instruments
2 people
Check the venue
2 people
Clean rooms
3 people
Set up tables and chairs
4 people
Set up workshop rooms
4 people
Set up instruments
4 people
Connect sound equipment
3 people
Test microphones
2 people
Hang up decorations
3 people
Set up the reception desk
2 people

Event

Receive participants
4 people
Register attendance
2 people
Explain the camp rules
2 people
Distribute instruments
4 people
Lead music workshops
5 people
Set out break drinks
2 people
Refill drinks
2 people
Supervise the afternoon break
4 people
Serve snacks
3 people
Supervise Band Rehearsals
5 people
Set up the dinner buffet
4 people
Serve dinner buffet
5 people
Collect tableware
3 people
Set up the showcase floor
4 people
Guide showcase
5 people
Moderate audience questions
2 people
See off guests and manage departure
4 people

Aftercare

Store instruments safely
4 people
Turn off the sound equipment
2 people
Collect waste
4 people
Clean the kitchen
3 people
Clean rooms
4 people
Put furniture back
4 people
Check materials
3 people
Return borrowed items
2 people
Sort lost property
Delete participant information

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Tableclothsqty 8

Equipment

Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Diatonic tunersqty 8

Instruments

Acoustic guitarsqty 8
Electric guitarsqty 3
Guitar amplifiersqty 3
Keyboardqty 2
Drum kit
Percussion setsqty 4
Music standsqty 12
Piano stoolqty 2

Music equipment

Music foldersqty 35
Notepadsqty 35
Pencilsqty 40
Guitar stringsqty 3
Guitar picksqty 50

Tableware

Reusable cupsqty 50
Platesqty 45
Cutlery setsqty 45
Serving bowlsqty 10
Serving spoonsqty 6

Kitchen

Coolersqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Food warmersqty 4
Kettlesqty 2

Decorations

Buntingqty 8
Name badgesqty 40

Lighting

LED light stringsqty 4

Cleaning

Waste binsqty 6
Hand soap dispensersqty 4

Safety

First aid kit

Catering

Groceries

Tips

Collect registrations and dietary requirements at least 3 weeks before the camp, then check every attendee’s phone number and email address before sending the final programme.
Create the workshop schedule and group assignments no later than 1 week before arrival. Send the programme early enough for participants to bring or prepare anything they need.
Inventory the acoustic and electric guitars, amplifiers, keyboard, drum kit, percussion, tuners, music stands, folders, and spare strings before loading them. Count shared items such as picks, pencils, and notepads as well.
Set up the sound system before participants arrive: place the active speakers and stands, connect the mixer, microphones, audio cables, extension cords, and power strips, then test each microphone separately.
Allow at least 60 minutes before reception for room cleaning, tables and chairs, workshop-room setup, instrument placement, reception-desk preparation, and a complete sound check.

Frequently asked questions

How far in advance should I plan a music camp?: Start venue, catering, and invitation planning at least 6 to 8 weeks before the camp. Final registrations, dietary requirements, group assignments, and the programme should be checked during the last 1 to 2 weeks.
When should I send the music camp programme?: Send the programme about 7 days before arrival, once registrations and group assignments are complete. Include workshop times, group information, arrival instructions, and any instrument details participants need.
How long does music camp setup take?: Allow at least 60 minutes for basic room, reception, instrument, and sound setup, plus extra time if several workshop rooms are used. Test microphones and speakers before participants are registered.
How many spare music supplies should I prepare for a music camp?: Prepare at least 10% extra pencils, notepads, picks, strings, cups, and other consumable supplies. For a group of 30, that means keeping roughly 3 additional sets available so a missing or damaged item does not interrupt a workshop.

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