Music workshop checklist: what to arrange and when
A music workshop needs more than instruments and a room. You also need a clear participant list, suitable music, copied sheet music and a setup that lets everyone see and hear the coordinator. This checklist takes you from venue booking and invitations to the final reception table. Plan the practical details early, especially instrument availability, dietary requirements and sound equipment, because these are difficult to fix on the day.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Reserve venue
Confirm music coordinators
Reserve instruments
Send invitations
2 people
Process registrations
Collect dietary requirements
Coordinate the program
2 people
Finalize the participant list
Select music pieces
2 people
Copy sheet music
2 people
Make name badges
Check the shopping list
Do the shopping
2 people
Collect instruments
2 people
Check the venue
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare soup and bread
2 people
Set up tables
3 people
Arrange chairs in a circle
3 people
Set up instruments
3 people
Connect sound equipment
2 people
Lay out sheet music and name cards
2 people
Set up the reception table
2 people
Event
Receive participants
3 people
Serve coffee and tea
2 people
Open the workshop
Guide vocal and rhythm exercises
2 people
Explain the instruments
3 people
Guide the first ensemble rehearsal
3 people
Refill drinks
2 people
Serve break snacks
2 people
Practice music pieces
3 people
Serve dinner
3 people
Collect tableware
2 people
Prepare final presentation
3 people
Guide the final presentation
3 people
Thank participants
Refill coffee and tea
2 people
See participants off
2 people
Aftercare
Switch off instruments
2 people
Pack instruments
3 people
Dismantle audio equipment
2 people
Clear tables and chairs
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Chill leftover food
2 people
Return instruments
2 people
Return borrowed materials
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 35
- Tablesqty 6
- Coat racksqty 2
Equipment
- Digital pianosqty 2
- Acoustic guitarsqty 6
- Ukulelesqty 8
- Keyboard standsqty 2
- Guitar standsqty 6
- Microphonesqty 3
- Microphone standsqty 3
- Compact speakersqty 2
- Mixer
- Music standsqty 20
- Music stand lightsqty 6
- Extension cordsqty 6
- Power stripsqty 6
- Voting devicesqty 6
- Metronomesqty 3
- Percussion set
- Djembesqty 6
- Harmonicasqty 6
- Spare batteriesqty 12
Tableware
- Coffee cupsqty 35
- Drinking glassesqty 40
- Platesqty 40
- Cutlery setsqty 40
Kitchen
- Coffee makerqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Soup potsqty 2
- Serving spoonsqty 3
- Serving traysqty 4
- Cutting boardsqty 3
- Bread knivesqty 2
- Coolersqty 3
- Food containersqty 6
Decorations
- Name badgesqty 35
- Tableclothsqty 6
- Program leafletsqty 35
- Pensqty 40
- Notepadsqty 35
- Tapeqty 3
- Request number slipsqty 50
Cleaning
- Waste binsqty 4
- Floor squeegee
- Broom
- Bucketqty 2
- Spongesqty 4
- Dishclothsqty 6
Catering
- Groceries
Tips
- Confirm the room and music coordinators before inviting participants. Check that there is enough space for a circle of chairs, instrument stands, tables and a separate reception area.
- Set a registration deadline at least 7 days before the workshop. Use the final participant list to confirm dietary requirements, prepare name badges and decide how many music copies are needed.
- Check every instrument and piece of sound equipment at least 2 days beforehand. Test microphones, compact speakers, the mixer, stands, extension cords and power strips together rather than separately.
- Prepare the music materials before shopping and setup day. Copy one sheet-music set per participant, plus at least 2 spare copies, and place the music and name cards where participants will sit.
- Allow at least 90 minutes for setup before arrival. Arrange chairs in a circle, position music stands and lights, connect the sound equipment, chill drinks and prepare the reception table before participants are received.
Frequently asked questions
- How far in advance should I plan a music workshop?
- Book the venue and confirm the music coordinators at least 4 to 6 weeks ahead. Send invitations early enough to close registrations 7 days before the workshop, leaving time to finalize the participant list and prepare materials.
- How many copies of the sheet music do I need?
- Prepare one complete set for every confirmed participant and add 2 spare sets. Finalize the participant list at least 5 days before the workshop so copying is not left until setup day.
- How long does it take to set up a music workshop?
- Allow about 90 minutes for the room, instruments, music stands, name cards and reception table. Add another 30 minutes if you need to connect and test microphones, speakers and the mixer.
- When should I collect dietary requirements for a music workshop?
- Ask for dietary requirements during registration and review them when registrations close, 7 days before the workshop. Check the final list before shopping and preparing snacks, soup and bread.
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