Taptoe checklist: what to arrange and when

A taptoe combines marching bands, a fixed route, timed performances and an audience moving between locations. That makes the running order, sound requirements and traffic measures just as important as invitations and refreshments. Start by confirming the date and location, then work through permits, participating music associations, the route, equipment and volunteer duties. Keep the final run sheet, participant list and contact details together so the event team can make decisions quickly on the day.

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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
Apply for permits
Check insurance
Invite music associations
2 people
Record performances and times
2 people
Create route and site layout
2 people
Make reservations for materials
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send the program to the associations
Gather technical requirements
2 people
Send press release
Post on social media
Assign volunteers
2 people
Coordinate traffic measures
2 people
Check the weather forecast
Print final run sheet
Print participant list
Publish audience information
Do the shopping
3 people
Collect materials
3 people
Chill drinks
2 people
Prepare snacks
4 people
Hand out contact details
Inspect the grounds
3 people
Set up the stage
6 people
Set up bleachers and chairs
6 people
Set up tables for catering
3 people
Connect the sound system
3 people
Test microphones
2 people
Install lighting
3 people
Check power outlets
2 people
Put up barriers
4 people
Place route arrows
2 people
Hang up program signs
2 people
Hang up decorations
3 people
Set up the catering buffet
4 people
Set up the cash register and card reader
2 people
Brief volunteers
3 people

Event

Receiving music associations
4 people
Bring the instruments to the dressing rooms
6 people
Register participants
2 people
Welcome the audience
4 people
Distribute program
3 people
Mark parking spaces
3 people
Support the opening ceremony
3 people
Guide the performances
4 people
Guide the transitions between performances
4 people
Operating the sound system
2 people
Operate lighting
Serve drinks
4 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Check toilets
2 people
Answer audience questions
2 people
Guide the photo moment
2 people
Announce the closing
2 people
Guide the audience to the exit
4 people
Supervise instrument handout
4 people

Aftercare

Close catering
4 people
Turn off the sound system
2 people
Turn off lights
Clear away chairs and tables
6 people
Dismantle the stage and barriers
6 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Inventory materials
2 people
Return materials
3 people
Distribute leftover food
2 people
Collect invoices and receipts
Send thank-you messages
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 500
Beer tablesqty 8
Stage sectionsqty 12
High tablesqty 8
Dressing room suppliesqty 4
Crowd barriersqty 30
Bollardsqty 20
Barrier tapeqty 6

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Speaker standsqty 4
Extension cordsqty 10
Power stripsqty 8
Cable reelsqty 4
Walkie-talkiesqty 8
Megaphone
Card machinesqty 2
Cash boxesqty 2
Rechargeable batteriesqty 24
Battery chargersqty 4

Lighting

LED lampsqty 12
Light standsqty 4
Battery lanternsqty 8

Decorations

Flagsqty 20
Buntingqty 12
Stage drapesqty 4
Program standsqty 6
Directional signsqty 12

Tableware

Reusable drinking glassesqty 600
Coffee cupsqty 150
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 20
Pliersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Giveaway binsqty 12
Bottle openersqty 6
Corkscrewsqty 3
Washing-up basinsqty 4
Thermos bottlesqty 6

Cleaning

Broom setsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2
Waste binsqty 12

Catering

Groceries

Tips

Confirm the route and site layout before inviting associations. Record each performance time and allow enough time for bands to move between locations, set up and clear the route.
Ask every participating association for its technical requirements early, including microphones, speakers, power and stage needs. Reserve stage sections, sound equipment, cable reels and extension cords only after these requirements are known.
Plan audience and traffic arrangements together. Place crowd barriers, bollards, barrier tape and directional signs where they are needed, and assign volunteers to key crossing points and entrances.
Publish the audience information before the event, including the route, start time, viewing points and any access restrictions. Print a final run sheet and participant list for the organising team rather than relying on phones.
Do the drinks and snack preparation close enough to the event that chilled drinks stay cold, but early enough to handle shortages. Count reusable glasses, coffee cups, plates and cutlery against the expected crew and audience service points.

Frequently asked questions

How far in advance should I organise a taptoe?: Start planning at least 12 weeks before the event. Use the first few weeks to confirm the date and location, check permits and insurance, and invite music associations before their calendars fill up.
When should I send the taptoe programme to the music associations?: Send a working programme as soon as performance times and the route are stable, ideally 4 to 6 weeks in advance. Send the final version after technical requirements, arrival times and any changes have been confirmed.
What should I check the day before a taptoe?: Check the weather forecast, traffic measures, equipment collection and the printed run sheet the day before. Also confirm volunteer assignments, participant contacts, refreshments and the location of signs, barriers and lighting.
How many volunteers are needed for a taptoe?: The number depends on the route and number of audience access points, but assign at least one named volunteer to each crossing point, entrance and refreshment area. Add a coordinator and keep one or two people available for unexpected tasks.

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.