Silent disco checklist: what to arrange and when
A silent disco needs more than headphones and a playlist. You need to secure the venue, check permissions and music rights, book DJs, and allow time to test and charge every headset. This checklist takes you from the first arrangements through guest registration to the final equipment check. It also covers details that are easy to leave until the last day, such as spare headphones, printed contact information, dietary requirements and venue keys.
The full checklist for this plan is being updated. The tips and answers below still apply.
Tips
- Book the venue and suppliers before sending invitations. Confirm the date, access times, DJ setup and any permit or music-rights requirements so registrations do not open before the practical details are fixed.
- Test the complete audio chain at least 7 days before the event. Try the transmitters, DJ controllers, laptops, adapters and cables with the actual headphones, then label channels with colour cards.
- Charge all headsets after the final equipment test, not several days beforehand. Keep spare headphones, charging cables, power strips and extension cords together, and assign one person to monitor charging and replacements.
- Print the run sheet, contact list and visitor list no later than the day before. Include arrival times for DJs and volunteers, the programme, channel information and the number of registered guests with dietary requirements.
- Check the venue route and weather forecast 24 hours before opening. Put out welcome signs and route arrows, prepare coat racks and seating, and pick up the venue keys early enough to complete setup before guests arrive.
Frequently asked questions
- How many silent disco headphones do I need?
- Plan one working headset for each registered guest, plus spare headphones for faults or late additions. For example, for 80 guests, prepare at least 80 tested headsets and keep extra units available rather than relying on an exact count.
- How early should I book a silent disco venue and DJ?
- Book the venue and DJs as soon as the date is known, especially if the event has a fixed programme or a larger guest list. Finish supplier, permit and music-rights checks before invitations are sent; allow at least 1 week for the final equipment test.
- When should I charge silent disco headphones?
- Complete the equipment test about 7 days before the event, then charge the headsets after that test and again if needed on the event day. Keep charging stations, cables and power strips ready so every unit can be checked before guests arrive.
- What should I check the day before a silent disco?
- Review the weather forecast, visitor list, dietary requirements, refreshments, programme and volunteer assignments 24 hours beforehand. Also print the run sheet and contact list, confirm access arrangements, and make sure venue keys and all tested equipment are accounted for.