Music workshop checklist: what to arrange and when

A music workshop needs more than instruments and a room. You need a workable schedule, confirmed workshop leaders, participant groups, equipment that has been tested, and a clear registration process. This checklist takes you from booking the venue to opening the doors, including catering quantities, name badges, room setup and the final sound check. Use it to see what needs to happen early and what can wait until the event day.

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
Create workshop schedule
2 people
Confirm workshop leaders
Send invitations
Process registrations
Collect dietary requirements
Keep track of the participant list
Create group assignments
2 people
Select music equipment
2 people
Prepare worksheets
2 people
Make name badges
Calculate catering quantities
Do the shopping
2 people
Chill drinks
Prepare snacks
2 people
Pack up materials
2 people
Test equipment
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up workshop rooms
3 people
Connect sound equipment
2 people
Set out the musical instruments
3 people
Set up the catering buffet
2 people
Set up registration desk
Perform sound check
2 people
Receive participants
3 people
Welcome workshop
2 people
Give the musical introduction
2 people
Lead the first workshop round
4 people
Serve coffee and tea
2 people
Lead the second workshop round
4 people
Serve dinner
3 people
Refill drinks
2 people
Supervise the open music stage
3 people
Provide the closing session
2 people
Store instruments safely
3 people
Collect tableware
2 people
Collect waste
2 people
Switch off equipment
2 people

Aftercare

Clear tables and chairs
4 people
Wash dishes
2 people
Clean rooms
3 people
Pack equipment
2 people
Lock up the venue
2 people
Return materials
2 people
Clean up leftovers
Send a thank-you gift to participants

What to bring

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

Furniture

Chairsqty 35
Tablesqty 6
Coat racksqty 2

Equipment

Keyboardqty 2
Acoustic guitarsqty 6
Percussion instrumentsqty 12
Microphonesqty 4
Speakersqty 2
Mixer
Microphone standsqty 4
Music standsqty 12
Instrument cablesqty 10
Extension cordsqty 6
Power stripsqty 6
Sound insulation panelsqty 6
Metronomesqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Pitchersqty 4
Serving traysqty 6

Tableware

Glassesqty 40
Coffee cupsqty 35
Platesqty 40
Cutlery setsqty 40
Soup bowlsqty 35

Decorations

Name badgesqty 35
Tableclothsqty 6
Whiteboardqty 2
Flip chart
Directional signsqty 6

Cleaning

Bucketsqty 2
Floor mopsqty 2
Broom setsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Reserve the venue before confirming the workshop schedule, especially if you need several rooms for different groups. Allow enough time for tables, chairs, instrument setup and a full sound check before participants arrive.
Close registration before assigning groups and preparing name badges. Use the final participant list to account for dietary requirements and calculate catering quantities rather than estimating from invitation numbers.
Test the keyboard, guitars, percussion instruments, microphones, speakers, mixer and cables before the workshop day. On the day itself, connect the sound equipment and complete the sound check before opening registration.
Prepare one clearly labelled set of worksheets and instruments for each workshop room. Pack spare cables, extension cords and power strips with the materials so setup does not depend on last-minute shopping.
Set up the catering buffet, registration desk and workshop rooms in separate areas. Chill drinks in advance, keep coffee equipment together, and place the participant list and name badges at registration rather than searching for them during arrival.

Frequently asked questions

How far in advance should I organise a music workshop?: Start at least 6 to 8 weeks ahead if you need to reserve a venue, confirm workshop leaders and collect registrations. Set a final participant and dietary-requirements deadline about 7 days before the workshop.
How long should music workshop setup take?: Allow at least 2 to 3 hours for tables, chairs, rooms, instruments, catering and the registration desk. Schedule the sound check after the equipment is connected and finish it no later than 30 minutes before participants arrive.
When should I assign participants to workshop groups?: Create group assignments after registration closes, usually 3 to 5 days before the event. This gives you time to print name badges, prepare worksheets and place instruments in the correct rooms.
How many drinks should I plan for a music workshop?: For the first hour, plan on 2 to 3 drinks per participant, then about 1 drink per person for each additional hour. Add coffee, tea and water separately, and use the final participant list when shopping.

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.