Music camp checklist: what to arrange and when

A music camp needs more than a programme and a room. You have to coordinate registrations, dietary requirements, emergency contacts, teachers, instruments, rehearsal spaces and practical information for parents. The final setup also takes time: tables and chairs, music corners, sound equipment, microphones, drinks and snacks all need checking before participants arrive. Use this checklist to keep the planning in order and avoid last-minute equipment or safety problems.

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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
Open the registration form
Process registrations
Collect dietary requirements
Check emergency contacts
Compile the music program
2 people
Book music teachers
Reserve rooms
Reserve instruments
Prepare sheet music
2 people
Create group assignments
2 people
Send parents practical information
Check the shopping list
2 people
Do the shopping
2 people
Collect instruments
2 people
Clean rooms
3 people
Set up tables and chairs
3 people
Unpack instruments
3 people
Connect sound equipment
2 people
Test microphones
2 people
Set up music corners
3 people
Hang decorations
2 people
Set up the registration table
2 people
Chill drinks
2 people
Prepare snacks
3 people
Carry out a safety check
2 people

Event

Receive participants
4 people
Register attendance
2 people
Group participants
3 people
Explain musical instruments
4 people
Lead music workshops
6 people
Serve break drinks
2 people
Refill drinks
Host music quiz
2 people
Set up the dinner buffet
3 people
Serve dinner
4 people
Clear away dishes
3 people
Prepare performance
4 people
Guide the performances
5 people
Serve evening snacks
2 people
Lead the closing song
3 people
Safely hand over participants
4 people

Aftercare

Store instruments safely
3 people
Turn off the sound equipment
2 people
Collect waste
3 people
Wash dishes
3 people
Clean rooms
3 people
Put furniture back
3 people
Return instruments
2 people
Return borrowed materials
2 people
Clear away leftover stock
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
High tablesqty 3
Coat racksqty 3

Tableware

Reusable cupsqty 45
Platesqty 45
Cutlery setsqty 45
Serving plattersqty 8

Kitchen

Coolersqty 4
Water jugsqty 6
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 6

Equipment

Acoustic guitarsqty 6
Electric guitarsqty 2
Keyboardqty 2
Electric piano
Drum kit
Djembesqty 8
Hand percussionqty 12
Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Audio cablesqty 8
Power stripsqty 6
Extension cordsqty 6
Music standsqty 12
Metronomesqty 4
Music stand lightsqty 4

Sports equipment

Seat cushionsqty 35

Decorations

Buntingqty 8
Name badgesqty 40
Directional signsqty 10

Lighting

LED lampsqty 8

Safety

First aid kit
Reflective vestsqty 6
Cable matsqty 8

Cleaning

Waste binsqty 6
Trash bag holdersqty 6

Catering

Groceries

Tips

Open the registration form early enough to collect dietary requirements and emergency contacts before you finalise groups. Check those details again shortly before camp starts, because missing information is difficult to fix at the registration table.
Confirm teachers, rooms and instruments before writing the music programme. For each group, check that the required instruments, music stands, stand lights and music sheets are available rather than assuming the venue has them.
Test the complete sound chain before participants arrive: microphones, microphone stands, audio cables, mixer, speakers, power strips and extension cables. A microphone that works alone can still fail when connected to the full setup.
Plan the room layout around the activities, not just the number of chairs. Set up tables and chairs, music corners, the registration table and instrument areas early enough to leave a clear route for participants and equipment.
Prepare drinks and snacks after checking the final attendance and dietary information. Put reusable cups, plates, cutlery, serving platters, water jugs and cool boxes where helpers can reach them without blocking rehearsal spaces.

Frequently asked questions

How far in advance should I organise a music camp?: Start registrations and teacher planning at least 6 to 8 weeks before the camp. Aim to have rooms, instruments, the programme and parent information confirmed no later than 2 weeks beforehand.
What should I check before music camp participants arrive?: Allow at least 90 minutes for setup and testing. Check the room layout, instruments, music sheets, microphones, speakers, cables, registration materials, cold drinks and prepared snacks before arrival.
How many instruments and music stands do I need for a music camp?: Plan one suitable instrument and one music stand per active player unless the programme says participants will share. Keep at least 2 spare stands and a small number of backup cables available for replacements.
When should I send practical information to parents?: Send the main practical information at least 7 days before camp, including arrival time, location, what to bring and contact details. Send a short reminder 24 to 48 hours before the start.

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