Music School Open Day Checklist and Planning Guide

A music school open day needs more than a timetable and a few performances. You need a clear visitor flow, room assignments, working instruments, and enough time to test every microphone, cable and speaker before guests arrive. Start with the date, programme and teaching schedule, then move through registration, promotion, catering and technical preparation in that order. This checklist helps you track the details that are often left until the last minute, from name badges and route maps to tuned instruments and a ready reception desk.

Use this plan

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Assign rooms and audience areas
2 people
Schedule teachers for activities
2 people
Confirm performances and workshops
2 people
Publish registration form
Send invitations
2 people
Announce the open day online
Distribute posters and flyers
3 people
Process registrations
Collect dietary requirements
Publish the final program
2 people
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
2 people
Chill cold items and drinks
2 people
Check instruments and equipment
3 people
Prepare performances technically
3 people
Print programs and route maps
2 people
Make name tags and badges
2 people
Prepare registration table
2 people
Set up tables and chairs
5 people
Set up the reception area
3 people
Set up instruments in practice rooms
4 people
Tune musical instruments
3 people
Connect the sound system
3 people
Test microphones
2 people
Secure lighting and cables safely
2 people
Set up the buffet and drinks table
3 people
Prepare coffee and tea
2 people
Arrange snacks on platters
3 people
Mark allergens at the buffet
Put up signage
2 people
Check sanitary areas
Hold team briefing
6 people

Event

Open doors and reception
2 people
Register visitors
3 people
Hand out programs
2 people
Direct visitors to classrooms
2 people
Assist trial lessons
6 people
Demonstrate instruments
5 people
Lead music workshops
5 people
Record sign-ups for trial classes
2 people
Staff the information booth
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep the buffet clean and stocked
2 people
Empty trash bins
2 people
Oversee room changes
2 people
Announce evening program
Provide technical support for the evening concert
3 people
Welcome artists and participants
2 people
Set out break drinks
2 people
Inform last visitors
2 people
Collect lost and found items
Guide visitors to the exit
2 people

Aftercare

Collect tableware and glasses
3 people
Clear buffet
3 people
Sort and remove waste
3 people
Turn off the sound equipment
2 people
Store instruments safely
4 people
Put furniture back
4 people
Remove decorations
2 people
Clean the rooms
4 people
Clean the restrooms
2 people
Coil up and store cables
2 people
Check doors and windows
2 people
Store leftover catering
2 people
Return rented materials
2 people
Register lost and found items
Thank visitors by email
Process trial lesson requests

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Folding chairsqty 20
Bar stoolsqty 8
Coat racksqty 4
Changing room screensqty 2

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Cutlery setsqty 100
Serving utensilsqty 12
Serving traysqty 10

Equipment

Pianosqty 3
Electronic keyboardsqty 6
Guitar amplifiersqty 4
Music standsqty 24
Microphonesqty 6
Microphone standsqty 6
Speakersqty 2
Mixer
DI boxesqty 4
Instrument cablesqty 12
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Laptop
Music stand lightsqty 6
Metronomesqty 6
Headphonesqty 12
Headphone amplifiersqty 2
Percussion setsqty 4
Guitar standsqty 8
Instrument standsqty 8
Spare batteriesqty 24

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 12
Directional signsqty 12
Program standsqty 8
Plantsqty 8

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Light standsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 2
Scissorsqty 6
Rolls of tapeqty 12
Napkin holdersqty 8

Cleaning

Waste binsqty 8
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2

Registration

Clipboardsqty 6
Ballpoint pensqty 30
Name badgesqty 120
Wristbandsqty 150
Information leafletsqty 200
Program flyersqty 200
Registration formsqty 150
Route mapsqty 100
Name badge holdersqty 30

Catering

Groceries

Tips

Publish the registration form early enough to process responses before you order catering. Use the final registrations to count meals, collect dietary requirements and estimate seating for each activity.
Leave a dedicated setup window before opening. Tables, chairs, the reception area, practice-room instruments and route signs should be in place before teachers and performers need to focus on their sessions.
Test the full sound chain, not just individual items. Connect the mixer, microphones, DI boxes, instrument cables and speakers, then run each performance through the actual room at least once.
Tune pianos and other instruments after they are positioned in their rooms. Moving them after tuning can affect the setup, and teachers may also need music stands, metronomes, headphones or stand lights ready.
Prepare the visitor handout and welcome point together. Print the programme and route maps, make name tags, and place registration materials where staff can check arrivals without blocking the entrance.

Frequently asked questions

How far in advance should I plan a music school open day?: Set the date and initial programme at least 8 to 12 weeks ahead. That gives you time to schedule teachers, confirm performances and workshops, publish registration, promote the event and order catering based on actual responses.
When should I publish the final programme for a music school open day?: Publish it about 7 days before the event, once rooms, teachers and performances are confirmed. Print a small number of extra programmes and route maps after that point for late registrations and changes at reception.
How long before opening should the instruments and sound system be tested?: Allow at least 2 hours for technical setup and testing, plus extra time for a larger performance room. Connect and test microphones, stands, speakers, mixer, DI boxes, cables and power before the first visitors arrive.
How much catering should I arrange for a music school open day?: Base quantities on the final registration count, then add a small buffer of around 5 to 10 percent for staff, performers and late arrivals. Confirm dietary requirements before shopping and chill cold items and drinks on the day before or early that morning.

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.