Music Night Checklist

A music night needs more than confirmed performers and a playlist. You also need a workable running order, suitable audio equipment, a safe room layout and a clear arrival process for guests. Start with the venue, permits and registrations, then lock in the programme and technical setup before buying supplies. On the day, allow time to inspect the space, clear emergency exits, set up the bar and test every microphone, cable and speaker.

Organize this event for free with Lizzt

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
Open registrations
Confirm performances
2 people
Create the music program
2 people
Reserve venue
Reserve audio equipment
Check permits
Process registrations
2 people
Collect dietary requirements
Confirm performances
2 people
Print the run sheet
Print the visitor list
Check the shopping list
2 people
Do the shopping
3 people
Collect equipment
2 people
Chill drinks
2 people
Set out non-perishable snacks
2 people
Open venue
2 people
Inspect the space
2 people
Clear emergency exits
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the entrance
2 people
Set up the cloakroom
2 people
Set up the bar
3 people
Set up coffee station
2 people
Set out snacks
3 people
Hang decorations
3 people
Decorate tables
2 people
Hang lights
2 people
Set up speakers
3 people
Connect the mixing console
2 people
Connect microphones
2 people
Test the music playlist
2 people
Perform sound check
3 people
Receive performers
2 people
Set up instruments
3 people
Give staff briefing
2 people

Event

Open the doors
3 people
Register visitors
3 people
Manage the cloakroom
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Play music
Announce performances
Operate microphones
Coordinate stage changes
2 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Restock the coffee station
Collect used dishes
2 people
Clear tables during the event
2 people
Remove waste regularly
2 people
Check toilets
Check the sound level
Announce the final act
Guide visitors to the exit
3 people
Complete coat check checkout
2 people
Turn off the music

Aftercare

Switch off equipment
2 people
Disconnect equipment
3 people
Remove decorations
3 people
Clear tables and chairs
4 people
Clearing the bar
3 people
Wash dishes
3 people
Sort waste
2 people
Sweep the floor
2 people
Mop the space
2 people
Clean the restrooms
2 people
Lock up the venue
2 people
Check borrowed items
2 people
Return equipment
2 people
Store leftovers
2 people
Keep lost and found items
Send thank-you message
Share photos

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Bar stoolsqty 6
Bar unit
Coat racksqty 3
Foldable tablesqty 4

Tableware

Glassesqty 140
Beer glassesqty 80
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 140
Cutlery setsqty 140
Serving traysqty 12
Small bowlsqty 20
Water jugsqty 8

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Laptop
DI boxesqty 2
Instrument cablesqty 12
XLR cablesqty 12
Extension cordsqty 4
Power stripsqty 8
Spare batteriesqty 24
Gaffer tapeqty 4

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lanternsqty 6

Decorations

Music postersqty 12
Buntingqty 10
Tableclothsqty 12
Table decorationsqty 12
Name badgesqty 120
Program postersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 6
Coolersqty 2
Serving tongsqty 12
Bottle openersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Measuring cupsqty 2

Cleaning

Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Toilet brushesqty 4
Waste binsqty 10
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the performances before publishing the music programme, then print the final run sheet for the people coordinating the evening. Keep a second copy with the visitor list at the entrance.
Check permits and venue rules as soon as the location is reserved. Sound restrictions, closing times and capacity limits can affect the programme and the number of registrations you accept.
Treat audio setup as a separate job, not a last-minute task. Match the mixer, active speakers, subwoofers, microphones, stands, DI boxes and cables to the performances, and keep spare batteries and gaffer tape available.
Collect dietary requirements before shopping and use the final registration count to plan drinks, glasses and snacks. Chill drinks only after you know how much fits in the available cooling space.
Open the venue early enough for a full safety and sound check. Inspect the room, clear emergency exits, arrange tables and chairs, set up the cloakroom and bar, then test the complete signal path before guests arrive.

Frequently asked questions

How far in advance should I organise a music night?: Reserve the venue and check permits at least 6–8 weeks before the event. Confirm performers and open registrations once the date, capacity and programme structure are clear.
When should I confirm the music programme?: Aim to finalise the programme 7 days before the music night. Print the run sheet and visitor list after the final performer, timing and registration changes have been processed.
How early should I arrive at the venue for a music night?: Allow at least 3 hours before doors open for room setup, cable runs, lighting and a complete sound check. Add extra time if several performers need separate microphones, instruments or DI boxes.
How many drinks should I plan for a music night?: For the first hour, plan on 2–3 drinks per guest, then about 1 drink per person per hour. Add water separately and use the registration total, including dietary requirements, to guide the shopping list.

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.