Music night checklist: what to arrange and when

A music night runs smoothly when guest numbers, the programme and technical setup are settled before anything is plugged in. Start with the venue and registration, then confirm dietary requirements and the music files. In the final days, check equipment, shopping and printed signs. On the day, allow time for room layout, sound testing, lighting and the check-in desk rather than leaving setup until guests arrive.

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

Reserve venue
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Finalize the music program
2 people
Reserve audio equipment
Gather music files
Test the playlist and equipment
2 people
Plan the room layout
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Make allergen labels
Charge batteries
Print the schedule and signs
Set up tables
4 people
Set out chairs
4 people
Hang decorations
3 people
Set up the sound system
3 people
Test sound level
2 people
Set up lighting
2 people
Set up the buffet table
3 people
Set up the check-in desk
2 people
Conduct final safety check
2 people

Event

Welcome guests
3 people
Register attendance
2 people
Serve welcome drinks
3 people
Start the music program
Guide the performances
2 people
Refill drinks
2 people
Serve snacks
3 people
Check the sound level
Check dietary requirements
Collect used glasses
2 people
Check toilets
Restock toiletries
Announce the final song
Guide guests to the exit
2 people

Aftercare

Turn off the sound equipment
2 people
Pack equipment
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the buffet and kitchen
2 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the floor and toilets
3 people
Collect lost and found items
Return borrowed items
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Buffet tablesqty 2
Coat racksqty 2

Tableware

Reusable glassesqty 70
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8

Kitchen

Pitchersqty 4
Thermos flasksqty 3
Cutting boardsqty 3
Kitchen knivesqty 4

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Laptop
Music standqty 2
Extension cordsqty 4
Power stripsqty 6
Spare batteriesqty 12

Lighting

LED lampsqty 6
String lightsqty 4
Flashlightsqty 3

Decorations

Tableclothsqty 6
Lightweight garlandsqty 8
Program standsqty 4
Name badgesqty 60

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Reserve the venue and open registration early enough to process replies before finalising food quantities. Use the registration list to record dietary requirements and prepare allergen labels before shopping.
Finalise the music programme before testing the playlist. Gather every music file in one place and test it on the actual laptop, mixer and active speakers at least once before the event.
Plan the room around three separate areas: seating, the buffet table and the check-in desk. Leave clear cable routes and keep extension cords and power strips away from walkways.
Do the shopping after registrations are processed, then chill drinks and prepare snacks on the day. Put reusable glasses, plates, cutlery and serving platters at the buffet so guests do not queue in the setup area.
Charge spare batteries and print the schedule, signs and name badges before setup starts. Set up lighting and the sound system early, then test the sound level with the room occupied by equipment and furniture.

Frequently asked questions

How early should I start planning a music night?: Start at least 4 to 6 weeks before the event. That gives you time to reserve the venue, collect registrations, confirm dietary requirements and finalise the music programme before the final shopping list.
When should I test the music night sound system?: Test the playlist, laptop, mixer, microphones and active speakers at least 1 week beforehand, then repeat the sound-level check on the event day. Allow 60 to 90 minutes for final setup and testing.
How many drinks should I plan for a music night?: Plan for 2 to 3 drinks per person during the first hour, then about 1 drink per person per hour afterwards. Add non-alcoholic options and use the registration count to estimate food and drink quantities.
When should I prepare the food and drinks?: Do the main shopping 1 to 2 days before the music night. Chill drinks several hours before guests arrive, prepare snacks on the day, and label allergens before placing food on the buffet table.

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.