Together Play Day checklist: what to arrange and when
Together Play Day combines performances, participating associations, musicians, visitors, and a shared venue. The work is easiest when you fix the date and programme first, then confirm the venue, permissions, performers, registrations, and technical needs. Allow time to collect dietary requirements and performance timings before printing the programme. On the day itself, plan separate time for the stage, sound, lighting, seating, tables, decorations, and volunteer briefing so setup does not compete with the opening time.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Set the date and program
2 people
Contact participating associations
2 people
Collect performances and times
2 people
Reserve venue
Check permits
Check insurance
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Compile musician list
2 people
Work out the stage layout
2 people
Gather technical requirements
2 people
Print the program
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
2 people
Store musical instruments safely
3 people
Brief volunteers
2 people
Open venue
2 people
Build the stage and playing area
6 people
Set up tables
4 people
Set out chairs
4 people
Hang up decorations
3 people
Connect sound equipment
3 people
Connect lighting
2 people
Set up instruments
4 people
Set up music stands
3 people
Set up the catering area
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set up registration desk
2 people
Lay out the programs
Perform sound check
3 people
Event
Receiving performing groups
3 people
Welcome visitors
3 people
Explain the program
Guide the opening act
3 people
Guide the performances
3 people
Swap instruments
4 people
Moving microphones
2 people
Serve snacks
4 people
Serve drinks
3 people
Refill drinks
2 people
Provide coffee and tea
2 people
Empty trash bins
2 people
Check toilets
Play break music
Assist the joint closing performance
4 people
Give a thank-you speech
Wave goodbye to visitors
3 people
Aftercare
Turn off the sound equipment
3 people
Pack instruments
4 people
Collect tableware
3 people
Clean up catering
4 people
Dismantle furniture
5 people
Remove decorations
3 people
Clean the venue
5 people
Dispose of waste
2 people
Return materials
2 people
Return borrowed instruments
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 12
- Chairsqty 180
- Bar stoolsqty 8
- Clothes racksqty 2
- Stage sectionsqty 12
- Music standsqty 45
- Stools for musiciansqty 20
- Bollardsqty 8
Equipment
- Mixing console
- Speakersqty 4
- Stage monitorsqty 2
- Microphonesqty 8
- Microphone standsqty 8
- DI boxesqty 4
- Audio cablesqty 15
- Extension cordsqty 10
- Power stripsqty 8
- Cable matsqty 12
- Laptop
- Music stand lightsqty 12
Lighting
- Light setsqty 2
- Mood lightingqty 8
- LED lampsqty 12
Tableware
- Glassesqty 220
- Coffee cupsqty 120
- Platesqty 220
- Forksqty 220
- Knivesqty 220
- Spoonsqty 160
- Serving spoonsqty 10
- Serving traysqty 12
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Hot drink urnsqty 6
- Thermos flasksqty 4
- Coolersqty 6
- Cutting boardsqty 4
- Chef's knifeqty 4
- Serving tongsqty 8
- Bowlsqty 16
- Measuring cupsqty 2
Catering
- Cash drawer
- Payment terminal
- Menu boardsqty 6
- Name badgesqty 60
- Herb tablesqty 2
- Groceries
Decorations
- Buntingqty 8
- Tableclothsqty 12
- Flower arrangementsqty 8
- Balloonsqty 100
- Decorative music notesqty 20
- Tapeqty 6
- Cable tiesqty 100
- Scissorsqty 4
Cleaning
- Waste binsqty 8
- Vacuum cleaner
- Mopsqty 3
- Bucketsqty 3
- Broomqty 2
- Dustpan and brushqty 2
- Cleaning glovesqty 6
- Toilet brushesqty 4
Sports equipment
- Conesqty 12
- Practice ballsqty 20
- Skipping ropesqty 10
- Game cardsqty 4
Tips
- Start with the date, programme, and participating associations. Ask each group for its performance, running time, technical requirements, and final musician list before you publish the programme.
- Reserve the venue before sending invitations, then check permits and insurance early. A missing approval can affect the programme, capacity, or whether you can use sound and lighting equipment.
- Collect registrations together with dietary requirements and a clear deadline. Use the final number of attendees to check tables, chairs, glasses, cups, plates, and cutlery before shopping.
- Create the stage and sound plan before event day. Match microphones, stands, DI boxes, monitors, speakers, cables, power strips, extension cords, and cable mats to each performance, rather than discovering gaps during setup.
- Set a written setup schedule with named volunteers. Open the venue early enough to build the stage and playing area, arrange seating and tables, connect sound and lighting, store instruments safely, and complete a full equipment check before guests arrive.
Frequently asked questions
- How far in advance should I start planning Together Play Day?
- Start at least 8 to 12 weeks before the event. Fix the date, programme, venue, participating associations, permits, and insurance first; leave the final 2 weeks for registrations, shopping, printing, and volunteer instructions.
- When should performers submit their timings and technical requirements?
- Set a deadline 4 to 6 weeks before Together Play Day. You need the information to build the stage layout, compile the musician list, plan microphones and connections, and print an accurate programme.
- How early should volunteers arrive on Together Play Day?
- Schedule volunteers at least 3 hours before guests arrive when you need to build the stage, arrange tables and chairs, connect sound and lighting, and hang decorations. Add more time if the venue is unfamiliar or several groups perform.
- When should I print the Together Play Day programme?
- Print the programme during the final week, after performance times and registrations are confirmed. Keep a small buffer of 2 to 3 days for corrections or a late change from a participating association.
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