Music Marathon Checklist and Planning Guide

A music marathon needs more than a lineup and a playlist. You need a workable schedule, confirmed performers, technical information, food and drinks, and a room that can change over several sets. This checklist puts the preparation in order, from reserving the venue and processing registrations to printing the run sheet, checking exits, testing microphones and opening the doors. Use it to catch the details that are easy to leave until the last hour.

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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

Reserve venue
Create the program and schedule
2 people
Book musicians and DJs
2 people
Check music rights
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect artist information
Gather technical requirements
2 people
Print the run sheet
Print the visitor list
Do the shopping
2 people
Check the equipment
2 people
Gather music files
Fill coolers
2 people
Open venue
2 people
Check the room and emergency exits
2 people
Set up tables and chairs
4 people
Clear the stage area
2 people
Set up the sound system
3 people
Connect microphones
2 people
Hang lighting
2 people
Perform sound check
3 people
Prepare snacks
3 people
Set up the buffet and bar
2 people
Set up the registration table
2 people
Hang decorations
2 people

Event

Welcome performers
2 people
Register visitors
3 people
Announce the opening
Carry out the music program
3 people
Guide performer changes
2 people
Check the sound level
Serve snacks
2 people
Refill drinks
2 people
Restock coffee and tea
Collect used dishes
2 people
Empty trash bins
Announce the final act
See visitors out
2 people

Aftercare

Tear down audio equipment
3 people
Remove decorations
2 people
Clear tables and chairs
4 people
Wash dishes
2 people
Clean the venue
3 people
Dispose of waste
2 people
Collect lost and found items
Return equipment
2 people
Clear away leftover stock
2 people
Return venue keys

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
High tablesqty 4
Coat racksqty 2

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Music standsqty 3
DI boxesqty 2
Extension cordsqty 6
Power stripsqty 6
Cable tiesqty 30

Lighting

LED spotlightsqty 4
String lightsqty 3
Spare batteriesqty 24

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10
Serving jugsqty 4

Kitchen

Coolersqty 4
Thermos flasksqty 3
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Tableclothsqty 8
Music postersqty 12
Balloonsqty 80
Barrier tapeqty 2

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setqty 2

Safety

First aid kit
Cable matsqty 8

Catering

Groceries

Tips

Lock the running order before sending invitations. Leave setup time between acts and print the final run sheet once the schedule, performers and technical requirements are confirmed.
Ask every musician or DJ for technical details and music files at least 7 days before the event. This gives you time to check connectors, DI boxes, microphones and the laptop setup.
Plan the sound check before the first audience arrival, not during registration. Test every microphone, active speaker, mixer channel, lighting connection and extension cord with the stage fully arranged.
Prepare the visitor list and dietary information before shopping. For a long program, also check that you have enough glasses, cups, plates, cutlery, serving jugs and coolers for the busiest break.
Open the venue with a short safety walk-through. Check emergency exits, cable routes, the cleared stage area, tables and chairs before filling the buffet, bar and coolers.

Frequently asked questions

How far in advance should I book musicians for a music marathon?: Start booking musicians and DJs at least 8 to 12 weeks before the event. Confirm the complete lineup, set lengths and technical requirements no later than 7 days before the date.
When should the sound check happen at a music marathon?: Schedule the sound check 2 to 3 hours before visitors arrive, with the stage, mixer, microphones, speakers and lighting already connected. Allow at least 15 minutes per act when several performers use different setups.
How much food and drink do I need for a music marathon?: Plan food for the full program rather than only the opening hour, including snacks and a buffet break. For drinks, allow about 2 to 3 per person during the first hour, then adjust the shopping list for the event length and collected dietary requirements.
When should I print the music marathon run sheet and visitor list?: Print both documents on the event day after registrations and the running order are final, ideally 1 to 2 hours before doors open. Keep one copy at the entrance and one with the person coordinating the stage.

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.