Music course checklist: what to arrange and when

A music course needs more than a lesson plan. You need registrations, dietary information, printed scores, name badges, working equipment and a room that is ready before the first participant arrives. This checklist takes you from invitations and attendance records to teaching, exercises, coffee and lunch. Use it to set deadlines early, especially for participant details, printed materials and equipment testing, so the teaching day is not spent solving preventable 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

Invite participants
Process registrations
Collect dietary requirements
Send practical information
Create the participant list
Print attendance list
Prepare teaching materials
2 people
Print the music scores
Make name badges
Do the shopping
2 people
Check the classroom
Test equipment
2 people
Set up music stands
2 people
Set up tables
2 people
Set up chairs
2 people
Set up the registration table
Prepare coffee and tea
2 people
Set up lunch
2 people

Event

Receive participants
2 people
Register attendance
Hand out name badges
Explain the course program
Hand out course materials
2 people
Teach music lesson
2 people
Lead the exercises
2 people
Supervise the coffee break
2 people
Refill drinks
Serve lunch
3 people
Collect tableware
2 people
Discuss the music pieces after the performance
2 people
Answer participants' questions
Lead the closing practice
2 people
Close the course

Aftercare

Switch off equipment
2 people
Gather the music materials
2 people
Put chairs and tables back
3 people
Wash dishes
2 people
Clean the classroom
3 people
Remove waste
2 people
Store leftover food
Archive teaching materials
Return borrowed items
2 people
Collect lost and found items

What to bring

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

Furniture

Chairsqty 24
Tablesqty 6
Registration desk

Equipment

Bluetooth speaker
Microphone
Laptop
Projector
Extension cordsqty 3
Power stripsqty 3
Music standsqty 20
Metronomesqty 2
Voting devicesqty 2

Course materials

Whiteboard
Whiteboard markersqty 6
Notepadsqty 24
Ballpoint pensqty 30
Pencilsqty 24
Paper distributorsqty 2
Name badgesqty 24
Paper tapeqty 2

Tableware

Coffee cupsqty 24
Drinking glassesqty 24
Platesqty 24
Cutlery setsqty 24
Water jugsqty 3

Kitchen

Coffee thermosesqty 2
Serving traysqty 3
Bread knivesqty 2
Cutting boardsqty 2
Coolersqty 2

Cleaning

Waste binsqty 3
Hand brush and dustpan

Catering

Groceries

Tips

Close registrations early enough to create the participant list, collect dietary requirements and print the attendance list and name badges before the course day.
Prepare one complete set of teaching materials for every participant, including printed music scores, notepads, pens or pencils, and any materials used during the exercises.
Test the laptop, projector, microphone and Bluetooth speaker in the actual classroom at least one day beforehand. Check extension cords and power strips as well as the equipment itself.
Set up chairs, tables and music stands before registration opens, leaving clear space for movement and exercises. Keep the registration desk near the entrance so late arrivals do not interrupt the lesson.
Plan coffee, tea, water and lunch around the timetable, not just the headcount. Put out cups, glasses, plates and cutlery before participants arrive, and keep coolers, serving trays and cutting boards ready for food service.

Frequently asked questions

How far in advance should I organise a music course?: Start invitations and registrations at least 4 to 6 weeks before the course date. Close registrations early enough to process dietary requirements and prepare the participant list, printed materials and name badges.
What should I prepare the day before a music course?: Test all audio-visual equipment, check the classroom, and prepare the teaching materials and printed scores. Also confirm the room layout, music stands, registration desk and catering supplies at least 24 hours in advance.
How many chairs and music stands do I need for a music course?: Prepare one chair and one music stand per participant, then add 2 or 3 spare places if the room allows. Set up the final number after registrations close so the layout matches the attendance list.
When should participants receive the practical information?: Send it at least 7 days before the course. Include the start time, arrival and registration instructions, what participants should bring, the lunch or coffee arrangements, and any information about the course programme.

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.