Music night checklist: what to arrange and when

A music night depends on more than booking musicians and putting out chairs. You need to secure the venue, confirm permits, build a realistic program, and match the sound and lighting setup to the room. Guest registrations affect catering, seating, wristbands and the floor plan, while dietary requirements need to be collected before you order food. Use this checklist to keep the planning sequence clear, then work through the 78 tasks and 60 items in the plan.

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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
Book musicians
Check permits
Set the budget
2 people
Create the program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Order catering
Reserve audio equipment
Reserve lighting equipment
Inform Musicians
Create floor plan
2 people
Assign volunteers
2 people
Update visitor list
Lay out wristbands
Print the run sheet
Check the shopping list
2 people
Check the weather forecast
Do the shopping
3 people
Collect materials
2 people

Event

Open venue
2 people
Check the venue
2 people
Set up tables
4 people
Set out chairs
4 people
Mark the stage area
2 people
Set up sound equipment
3 people
Set up lighting equipment
2 people
Connect microphones
2 people
Set out the musical instruments
3 people
Perform sound check
3 people
Perform lighting test
2 people
Set up the bar
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the buffet
2 people
Set up coffee station
2 people
Set out tableware
2 people
Hang decorations
3 people
Set up the entrance
2 people
Check toilets
Place waste stations
2 people
Clear emergency exits
2 people
Welcome musicians
2 people
Open the doors
2 people
Welcome visitors
3 people
Check off registrations
2 people
Explain the program
Support the first performance
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Support the second performance
2 people
Restock the buffet
2 people
Serve coffee and tea
2 people
Make the break announcement
Guide the third performance
2 people
Moderate audience questions
Support the final performance
2 people
Announce the farewell
Play background music
Wave goodbye to visitors
2 people
Close the bar
2 people

Aftercare

Switch off equipment
2 people
Clear away food and drinks
3 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the venue
4 people
Clean the restrooms
2 people
Pack audio equipment
3 people
Pack lighting equipment
2 people
Return materials
2 people
Remove empty packaging
2 people
Keep lost and found items
Pay suppliers
Share photos

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Bar stoolsqty 6
Buffet tablesqty 3
Changing room rackqty 2
Clothes hangersqty 30

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
DI boxesqty 3
Instrument cablesqty 8
Microphone cablesqty 8
Extension cordsqty 4
Power stripsqty 8
Laptop
Music standsqty 4

Lighting

LED spotlightsqty 6
Mood lightingqty 4
String lightsqty 6
Battery lanternsqty 4

Tableware

Reusable drinking glassesqty 100
Wine glassesqty 50
Coffee cupsqty 50
Platesqty 100
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 8

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving utensilsqty 12
Drink dispensersqty 3
Bottle openersqty 3
Ice spoonsqty 2

Decorations

Tableclothsqty 10
Entrance runner
Balloonsqty 100
Balloon pumpqty 2
Welcome sign
Program boardsqty 4
Table numbersqty 10
Tapeqty 4
Cable tiesqty 100

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Hand broomsqty 3
Cleaning glovesqty 8
Toilet brushesqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the budget before booking musicians, audio equipment or catering. Keep separate amounts for artist fees, venue costs, sound, lighting and food so one late quote does not absorb the whole budget.
Confirm the venue and permits early, then check access, power points and the available setup space. An audio setup with speakers, subwoofers, a mixer and lighting needs more room and power than a simple background-music event.
Create the program before sending invitations. Include performance times, changeovers, breaks and soundcheck time, then give musicians the final schedule rather than sending updates piecemeal.
Close registrations before ordering catering and preparing the floor plan. Use the final visitor list and dietary requirements to estimate plates, cutlery, reusable glasses and seating, instead of relying on the original invitation count.
Print the run sheet and check the equipment, cables, stands and lighting before opening the venue. On the day, assign volunteers to registration, musicians, catering and room checks so one person is not handling every last-minute issue.

Frequently asked questions

How far in advance should I book musicians for a music night?: Aim to book musicians at least 8 to 12 weeks before the event, especially if you need more than one act. Confirm the program, arrival time, soundcheck and technical requirements in writing once they accept.
When should I send invitations for a music night?: Send invitations 4 to 6 weeks before the event and set a registration deadline about 10 to 14 days beforehand. That gives you time to update the visitor list, collect dietary requirements and order catering.
How much sound equipment does a music night need?: For a live music night, check whether you need active speakers, subwoofers, a mixer, microphones, stands, DI boxes and separate instrument and microphone cables. Reserve the equipment at least 3 to 4 weeks ahead, then test the full setup during soundcheck.
When should I prepare the venue on the day of the music night?: Open the venue early enough to complete the room check, tables, chairs, lighting and audio setup before guests arrive. Allow at least 3 hours for a setup that includes speakers, microphones, lighting, catering tables and a musician area.

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