Setting Up a Laptop for Music Cues

Whether we’re using professional cueing software like QLab, a publisher-provided app, or just VLC, the way we set up the laptop for music playback can make or break the show.

This guide explains how to connect the laptop to the sound board, organize and test the music files, and avoid common mistakes that can disrupt a performance.

What You Should Do

1. Use the AUX IN on the Sound Board

The AUX IN (Aux A/B) on the sound board is designed for music sources like laptops
It expects the right kind of signal (called line level) and gives us full control over volume and EQ

Use a 3.5mm headphone plug to dual 1/4” TS cable. The small end goes into the laptop’s headphone jack, and the larger plugs go into Aux A and B on the board.

2. Set the Laptop Volume Around 75-90%

Don’t max out the laptop volume - it may cause distortion
Don’t leave it too quiet - it can introduce hiss or weak sound
Adjust balance using the mixer’s fader, not the laptop

3. Use Good Cueing Software

QLab (Mac only) is ideal for timed music and sound cues
Some shows come with their own cueing apps - test them ahead of time
VLC works in a pinch, but it requires more manual control

4. Test the Loudest Cue

Play the loudest part of a music track while setting levels
This ensures you won’t get unexpected peaks or feedback during a big moment

5. Label the Laptop Input Clearly

On the board or in the scene file, label the channel as “Laptop”, “Music”, or “Playback”
Color-code the fader strip if needed

File Storage & Playback Tips

Always Copy Tracks to the Computer’s Internal Drive

USB thumb drives may disconnect or go to sleep when the laptop is idle or closed
When this happens, VLC or QLab may lose track of your music files - cue lists may reset, files may go missing, or order may be lost
Save your tracks in a dedicated folder like SpringShow_Cues directly on the computer’s desktop or documents folder

Keep the USB Drive as a Backup

Bring a second copy of your cues on a USB drive or external hard drive
Label it clearly: “Backup Cues - DO NOT REMOVE”
This gives you a fallback if something happens to the laptop or primary files

Playback Software Tips

VLC

Use playlist view and test that all tracks play in the correct order
Set “Stop after each track” if your version allows it (to avoid autoplay mishaps)
Don’t close the laptop lid or let it sleep - it may disconnect the USB or reset VLC’s memory
Reopen and check the cue list before the show begins

QLab

Save your workspace file and name cues clearly (e.g., “Scene 5 Underscore”)
Use “Build workspace” to bundle media into the file (Mac only)
Run a quick rehearsal of all cues in order before the house opens

Publisher Apps

These vary! If your show comes with official playback software:
- Test it on the actual laptop you’ll use for the show
- Avoid updating the app or OS the day of the show
- If it needs internet access, make sure the venue has stable Wi-Fi

What Not to Do

DON’T	Why
Don’t use a mic input	It’s too sensitive and causes distortion
Don’t max out laptop volume	It can overload the mixer and clip the signal
Don’t rely on Bluetooth	Bluetooth adds delay and can randomly disconnect
Don’t run playback from USB alone	If disconnected, your tracks may vanish mid-show

For New Crew Members

Always check the playlist before the audience enters
Don’t assume it’s saved - click through every cue manually to be sure
Keep your laptop plugged in, notifications off, and sleep disabled during the show
Have a backup ready - even a phone with the cues and the right cable is better than silence