Music workshop checklist: what to arrange and when

A music workshop needs more than instruments and a room. You need a clear program, enough teachers, a working registration process, and equipment tested before participants arrive. This checklist covers the planning sequence, from booking the venue and collecting dietary requirements to grouping participants and setting up sound equipment. It also helps you catch the details that are often left until the last hour, such as music files, extension cords, seating, drinks, and reception materials.

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

Develop the workshop program
2 people
Book music teachers
Reserve the venue and hall
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Check participant list
Create group assignments
2 people
Order workshop materials
Inventory instruments
2 people
Test instruments
2 people
Prepare music files
Check the shopping list
Do the shopping
2 people
Chill drinks
Prepare snacks
2 people
Open venue
2 people
Ventilate the hall
Set up tables
3 people
Set up chairs
3 people
Set up instruments
3 people
Connect sound equipment
2 people
Lay out worktops
2 people
Set up the reception table
2 people

Event

Receive participants
3 people
Register attendance
2 people
Explain workshop rules
Lead rhythm exercises
2 people
Demonstrate instruments
2 people
Guide music groups
4 people
Serve break drinks
2 people
Refill drinks
Serve snacks
2 people
Lead the rehearsal
3 people
Announce the final performance
Host the final performance
3 people
See participants off
2 people

Aftercare

Switch off instruments
2 people
Pack instruments
3 people
Wash dishes
2 people
Collect waste
2 people
Clear tables and chairs
3 people
Clean the room
3 people
Check the equipment
2 people
Count and store materials
2 people
Lock up the venue
2 people
Return borrowed items
2 people
Keep leftovers refrigerated

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Reception desk
Stoolsqty 6

Equipment

Portable speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Laptop
Extension cordsqty 4
Power stripsqty 4
Headphonesqty 6
DI boxesqty 2

Sports equipment

Acoustic guitarsqty 6
Keyboard
Keyboard stand
Djembesqty 8
Tambourinesqty 8
Shakersqty 12
Small percussion instrumentsqty 12
Guitar tunersqty 6
Picksqty 30
Guitar strapsqty 6
Music standsqty 12
Yoga matsqty 12

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40

Kitchen

Kettlesqty 2
Coffee maker
Thermos flasksqty 3
Coolersqty 3
Cutting boardsqty 3
serving plattersqty 6
Scissorsqty 6
Pen holdersqty 4

Decorations

Name card holdersqty 36
Tableclothsqty 8
Direction signsqty 6

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Write the workshop program before opening registration. Include the session length, breaks, required experience level, and which instruments participants will use, so you can plan groups and equipment accurately.
Confirm the teachers and venue before sending invitations. Keep at least 2 to 3 weeks between opening registration and the workshop date if you need time to process registrations, order materials, and follow up with participants.
Test every instrument and the complete sound setup at least 1 day beforehand. Check microphones, stands, speakers, the mixer, DI boxes, headphones, laptop connections, extension cords, and power strips together rather than separately.
Close the participant list 3 to 5 days before the workshop. Use it to finalize group assignments, dietary requirements, instrument allocation, seating, and the number of worksheets and refreshments.
Arrive at the venue 60 to 90 minutes before the start. Ventilate the room, arrange tables and chairs, set up instruments and music stands, connect the sound equipment, chill drinks, and place worksheets at the workstations.

Frequently asked questions

How far in advance should I organize a music workshop?: Start planning at least 4 to 6 weeks ahead. That gives you time to develop the program, book music teachers and the venue, open registration, order workshop materials, and replace equipment that fails a test.
When should I close registration for a music workshop?: Close registration 3 to 5 days before the workshop. You need the final participant list to make groups, check dietary requirements, prepare instruments, and print or arrange the correct number of worksheets.
How long does it take to set up a music workshop?: Allow 60 to 90 minutes for setup, plus extra time if the sound system is unfamiliar. The setup includes tables, chairs, instruments, music stands, microphones, speakers, the mixer, laptop, cables, reception materials, and refreshments.
How many instruments should I prepare per participant?: Prepare one primary instrument or workstation per participant wherever possible, plus at least 1 or 2 spare small instruments for shared activities. Match the final quantity to the participant list and test each item before the day.

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.