Music night checklist: what to arrange and when

A music night runs smoothly when the programme, performers, venue and technical setup are confirmed before guests arrive. Start with registrations and dietary requirements, then lock in the music schedule and equipment. On the day, allow time for room layout, buffet preparation, lighting, sound checks and testing the music files. This checklist keeps the practical details in one place, including the small jobs that are easy to leave until the last hour.

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
Process registrations
Collect dietary requirements
Finalize the music program
2 people
Confirm performers
Confirm venue booking
Reserve equipment
Gather technical requirements
2 people
Work out the room layout
2 people
Print the run sheet
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Check the Venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the buffet
2 people
Hang decorations
2 people
Set up the coat check
Set up sound equipment
3 people
Connect microphones
2 people
Set up lighting equipment
2 people
Perform sound check
3 people
Test music files
2 people
Brief volunteers
2 people
Set up the entrance
2 people
Prepare coffee and tea
2 people

Event

Open the doors
2 people
Welcome guests
2 people
Announce the program
Coordinate music performances
2 people
Announce break
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Clear buffet
2 people
See guests out
2 people

Aftercare

Turn off the sound equipment
2 people
Clear away furniture
3 people
Collect waste
2 people
Wash dishes
3 people
Clean the room
3 people
Clean the restrooms
Return equipment
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Coat racksqty 2
Stoolsqty 6
Buffet tablesqty 3

Tableware

Reusable cupsqty 100
Wine glassesqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Coffee cupsqty 60

Equipment

Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Music laptop
Laptop stand
Instrument cablesqty 6
DI boxesqty 2
Headphones
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 8

Lighting

LED lightsqty 8
Mood lightingqty 4
Light standsqty 2

Decorations

Tableclothsqty 8
Stage drapesqty 2
Balloonsqty 100
Rolls of tapeqty 4

Catering

Coffee machinesqty 2
Thermos flasksqty 4
Water jugsqty 6
Coolersqty 4
Ice cube traysqty 4
Groceries

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Serving tongsqty 6
Measuring cupsqty 2

Cleaning

Washing-up tubsqty 3
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Vacuum cleaner
Cleaning glovesqty 6

Tips

Confirm the performers, venue booking and technical requirements before sending the final programme. A change to the running order can affect microphones, instrument cables, DI boxes and the room layout.
Allow at least 60 minutes before doors open for sound equipment, microphones, lighting and music-file tests. Keep extension cords, power strips and cable mats ready instead of searching for them during setup.
Set up the room in a fixed order: tables and chairs first, then the buffet and coat check, followed by sound and lighting. This prevents cables and light stands from blocking guest areas.
Chill drinks and prepare snacks before opening the venue. For the first hour, plan roughly two to three drinks per person, then adjust the total using your registration numbers.
Print the run sheet and keep one copy near the mixer and another at the entrance. Include performer arrival times, the sound check, programme changes and who is responsible for each handover.

Frequently asked questions

How early should I arrive to set up a music night?: Arrive at least 2 hours before guests are due, and allow 60 minutes of that time for sound, microphones, lighting and music-file tests. Add another 30 minutes if the room layout or equipment is unfamiliar.
When should I confirm performers and the music programme?: Confirm both at least 7 days before the music night. Use the final programme to check microphones, stands, instrument cables, DI boxes and any laptop or mixer connections.
How many drinks do I need for a music night?: For the first hour, allow about 2 to 3 drinks per person. Buy or prepare the remaining drinks after checking registrations, dietary requirements and whether coffee, snacks and non-alcoholic options are included.
When should I collect dietary requirements?: Ask for dietary requirements when guests register and close responses at least 5 days before the event. This gives you time to prepare labelled snacks, plates and serving platters before the venue opens.

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.