Taptoe planning checklist: what to arrange and when

A taptoe involves more than booking performing groups and putting out chairs. You need to coordinate the route, timings, permits, traffic measures, audience areas, catering and volunteers before the event day. This checklist helps you work through 68 tasks in a practical order, including details that are often left until the last minute. Use it to confirm the programme, brief bands and crowd guides, prepare equipment and finish the site safely and efficiently.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Contact performing groups
2 people
Confirm performances and times
2 people
Apply for permits
Submit traffic plan
Make material reservations
Reserve catering and food truck
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Publish program and route
2 people
Inform the neighborhood and emergency services
Assign volunteers to stations
2 people
Brief crowd guides
2 people
Send briefing to performing bands
Check the weather forecast
Create the final visitor list
2 people
Buy groceries
3 people
Check equipment and tools
2 people
Sort wristbands and program booklets
2 people

Event

Mark off the venue and route
6 people
Set up tents
4 people
Set up tables and chairs
5 people
Mark audience sections
3 people
Set up stage elements
5 people
Set up the sound system
3 people
Connect lighting
3 people
Check power supply
2 people
Hang up decorations
3 people
Put up route signs
3 people
Place bins and bags
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Prepare snacks
3 people
Prepare changing rooms for bands
2 people
Perform sound check
3 people
Test the lighting
2 people
Receive corps
3 people
Direct parking
4 people
Staff the entrance and wristbands
3 people
Hand out programs
2 people
Guide audience to their seats
4 people
Give the opening speech
Support the drill show
4 people
Announce performances
Refill drinks
3 people
Restock snacks and nibbles
2 people
Serve coffee and tea
2 people
Dispose of catering waste
2 people
Guide the audience along the route
6 people
Keep audience sections secure
4 people
Handle the closing moment and thank-you speech
2 people
Guide the departing audience
5 people
See corps off
3 people

Aftercare

Turn off the sound system
2 people
Clean up catering
3 people
Collect waste
5 people
Take down tables and chairs
5 people
Take down tents
4 people
Remove decorations
3 people
Clean the venue
5 people
Remove traffic materials
4 people
Sort and count materials
2 people
Clean tableware and equipment
3 people
Return borrowed materials
2 people
Store leftover stock
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 180
High tablesqty 8
Buffet tablesqty 4
Dressing room racksqty 6
Clothes hangersqty 80

Equipment

Microphonesqty 3
Mixer
Speakersqty 4
Speaker standsqty 4
Music player
Extension cordsqty 10
Power stripsqty 8
Rechargeable walkie-talkiesqty 8
Power banksqty 4

Lighting

LED work lightsqty 8
String lightsqty 6
Battery lampsqty 12

Decorations

Buntingqty 10
Dutch flagsqty 6
Stage drapesqty 4
Balloonsqty 100
Balloon pumpqty 2
Cable tiesqty 200
Cable tiesqty 100

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Serving trays with lidsqty 8

Safety

Crowd barriersqty 30
Conesqty 40
Barrier tapeqty 6
Flashlightsqty 8
First aid kitsqty 2
Flashlight batteriesqty 24

Communication

Program boardsqty 8
Route signsqty 12
Information boardsqty 6
Permanent markersqty 12
Wristbandsqty 400
Program bookletsqty 350

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Microfiber clothsqty 20
Mopsqty 4

Catering

Groceries

Tips

Start with the date, venue and performing groups, then confirm the programme and times before publishing invitations. Late changes affect the route, traffic plan, catering and volunteer schedule.
Apply for permits and submit the traffic plan early. Also notify the neighbourhood and emergency services before the final programme is shared, rather than waiting until the week of the taptoe.
Plan separate roles for route posts, audience sections and crowd guidance. Brief the volunteers and performing bands in advance, including where to report and when each group performs.
Check sound and communication equipment before setup: test the microphones, mixer, speakers, stands, extension cords and walkie-talkies together. Charge power banks and walkie-talkies before the event day.
Keep the final visitor list, dietary requirements, wristbands and programme booklets together. Check the weather forecast shortly before the taptoe and adjust tents, lighting and the site layout if needed.

Frequently asked questions

How far in advance should I organise a taptoe?: Start at least 8 to 12 weeks ahead, especially if permits, traffic measures and several performing groups are involved. Confirm the programme and route before sending invitations.
When should I apply for a taptoe permit?: Submit the permit application as soon as the date, location and route are known, preferably 8 weeks before the event. Traffic plans and emergency-service information may require additional review time.
How many volunteers do I need for a taptoe?: Assign at least 1 volunteer to each route or access post, plus separate crowd guides and a small setup team. Final numbers depend on the route, audience sections and number of entrances.
When should I check the weather for a taptoe?: Check the forecast 48 hours before the event and again on the morning itself. This gives you time to adjust tents, lighting, equipment protection and the placement of audience areas.

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.