Music weekend checklist

A music weekend runs more smoothly when the programme, people and equipment are confirmed in the right order. Start with the date, artists and repertoire, then manage registrations, dietary requirements and practical guest information. Sound, catering and volunteer arrangements need firm deadlines because late changes affect several other tasks. On the day, allow time to ventilate the rooms, position the stage, test microphones and speakers, chill drinks and print the final run sheet.

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

Set the date and program
2 people
Confirm artists and bands
2 people
Create repertoire and schedule
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Check participants' contact details
Make reservations
Reserve sound system
Place catering order
Assign volunteers
2 people
Print the run sheet
Collect emergency contacts
Print house rules
Share route and parking information
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Store food chilled
2 people
Gather equipment and materials
3 people
Open venue
2 people
Ventilate the rooms
2 people
Set up tables
4 people
Set out chairs
4 people
Clear the stage area
3 people
Set up sound equipment
4 people
Set up instruments
4 people
Connect microphones
2 people
Perform sound check
4 people
Install lighting
3 people
Hang decorations
3 people
Set up the entrance
2 people
Hang up the schedule and house rules
Set up the buffet
3 people
Prepare coffee and tea
2 people
Prepare snacks
3 people

Event

Staff the registration desk
2 people
Welcome visitors
2 people
Distribute program
2 people
Guide the opening act
2 people
Serve break snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Welcome performers
2 people
Announce performances
Coordinate stage changes
3 people
Check the sound level
Operate lighting
Clear tables
2 people
Collect glasses and tableware
2 people
Empty trash bins
2 people
Check toilets
Support the final performance
3 people
See visitors out
2 people

Aftercare

Turn off the sound equipment
3 people
Store instruments safely
4 people
Chill food and drinks
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Dispose of waste
2 people
Check the equipment
2 people
Gather borrowed items
2 people
Return sound equipment
2 people
Store leftover stock
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Bar stoolsqty 8
Buffet tablesqty 4
Clothes racksqty 2

Equipment

Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 4
Monitor speakersqty 2
Music cablesqty 12
Power stripsqty 8
Extension cordsqty 8
Cable matsqty 10
Music standsqty 12
Spare batteriesqty 16

Lighting

LED spotlightsqty 6
String lightsqty 6
Light standsqty 2

Tableware

Reusable glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4

Decorations

Stage drapesqty 4
Buntingqty 8
Tableclothsqty 12
Name badgesqty 80
Program postersqty 10
Tapeqty 6
Cable tiesqty 100

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Mop headsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Toilet brushesqty 3

Catering

Groceries

Tips

Confirm artists and bands before publishing the programme, then leave at least 7 days to finalise the repertoire and running order. A printed run sheet should show set times, changeovers and the person responsible for each transition.
Set a registration deadline 10 to 14 days before the weekend. Use the final list to check contact details, dietary requirements, emergency contacts and the number of chairs, glasses and catering portions needed.
Book the sound system and confirm the input list at least 2 weeks ahead. Check microphones, stands, DI boxes, monitors, cables, power strips, extension cords and cable mats rather than assuming the venue has everything.
Place the catering order after registrations close, with a small buffer for late additions. Store chilled food and drinks separately, and plan coolers, coffee machines, kettles and hot drink urns before the venue opens.
Create a setup schedule for the opening day with at least 2 hours for ventilation, tables, chairs, stage clearance, lighting and a sound check. Keep spare batteries, printed house rules, route information and parking instructions together at the entrance.

Frequently asked questions

How far in advance should I organise a music weekend?: Start at least 8 to 12 weeks before the weekend. Confirm artists, the venue and the basic programme first, then handle registrations, catering, equipment and volunteers in that order.
When should I send invitations for a music weekend?: Send invitations 6 to 8 weeks before the event and set the registration deadline 10 to 14 days before arrival. That gives you time to check dietary requirements, contact details and catering numbers.
How much time do I need to set up a music weekend venue?: Allow at least 2 hours for room preparation and add another 60 to 90 minutes for the sound and lighting check. This covers furniture, stage clearance, cables, microphones, speakers and a final run-through.
What sound equipment is needed for a music weekend?: Plan for active speakers, a mixer, microphones, microphone stands, DI boxes, monitor speakers, music cables, power strips, extension cords and cable mats. Confirm the exact number of inputs and microphones with the artists at least 2 weeks beforehand.

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.