Book Club Meeting Checklist

A book club meeting runs smoothly when the practical details are settled before guests arrive. Confirm the date and venue first, then manage registrations, dietary requirements and reading reminders. In the final days, prepare discussion questions, print the programme and buy the refreshments. On the day, allow time to arrange tables and chairs, set out coffee, tea and snacks, and check that discussion materials are ready before welcoming the group.

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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 booking and date
Confirm venue
Send invitations
Process registrations
Collect dietary requirements
Send a reading reminder
Update participant list
Prepare discussion questions
Print the program
Check the shopping list
Do the shopping
2 people
Chill drinks
Prepare snacks
2 people
Set out coffee and tea
Set up tables
2 people
Set up chairs
2 people
Set out tableware
Set out discussion materials
Decorate tables
Check the venue

Event

Welcome guests
2 people
Serve coffee and tea
2 people
Explain the program
Lead the book discussion
Serve snacks
2 people
Refill drinks
Announce break
Choose the next book
Say goodbye to guests
2 people

Aftercare

Pack leftover food
Wash dishes
2 people
Clear tables and chairs
2 people
Collect waste
Clean the room
2 people
Store materials
Send thank-you message
Confirm the next meeting

What to bring

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

Furniture

Tablesqty 2
Chairsqty 16
Side table
Coat rack

Tableware

Coffee cupsqty 18
Drinking glassesqty 18
Cake platesqty 18
Cutlery setsqty 18
Serving bowlsqty 4
Serving traysqty 3

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 2
Pitcherqty 2
Cutting boardsqty 2
Kitchen knivesqty 2
Serving spoonsqty 4

Equipment

Extension cordqty 2
Kitchen timer

Decorations

Tableclothsqty 2
Book stand

Office supplies

Ballpoint pensqty 18
Notepadsqty 18
Sticky notesqty 6

Cleaning

Waste binsqty 2

Catering

Groceries

Tips

Confirm the date and venue before sending invitations. Keep the participant list updated as registrations come in, and record dietary requirements early enough to adjust the shopping list.
Send a reading reminder before the meeting and include the start time, venue details and any preparation guests need to complete. This reduces last-minute questions and helps people arrive ready to discuss the book.
Prepare the discussion questions and print the programme before the day itself. Keep notepads, ballpoint pens, sticky notes and the book stand together so they are easy to place when the room is set up.
Allow at least 45 minutes for room setup. Arrange the tables and chairs, place the tablecloths and discussion materials, and check whether the coffee maker, kettles and extension cord are ready to use.
Prepare coffee, tea, chilled drinks and snacks before guests arrive, but avoid leaving perishable food out too early. Set out cups, glasses, cake plates, cutlery and serving dishes so refreshments do not interrupt the opening explanation.

Frequently asked questions

How far in advance should I invite people to a book club meeting?: Send invitations at least 2 to 3 weeks before the meeting. This gives guests time to register, arrange the reading and share dietary requirements.
When should I send a book club reading reminder?: Send the reminder 5 to 7 days before the meeting, then update the participant list after replies arrive. Include the book title, meeting time and any discussion preparation.
How much time do I need to set up a book club meeting?: Plan for 45 to 60 minutes of setup before guests arrive. This covers arranging tables and chairs, preparing the discussion materials and setting out coffee, tea and snacks.
How many discussion questions should a book club prepare?: Prepare around 8 to 12 questions for a typical meeting. That gives the group enough direction for a 60- to 90-minute discussion without forcing every question into the programme.

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