Class Night Checklist: What to Arrange and When

A class night needs more than a room and a playlist. You need a clear program, reliable registration numbers, parent contact details, volunteers, food arrangements and working audio-visual equipment. Start with the date, venue and budget, then build the plan around registrations and the final participant count. This checklist also helps you catch the tasks that are often left until the last day, such as chilling drinks, printing the run sheet and preparing name badges.

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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

Set the date and program
2 people
Reserve classroom and auditorium
Prepare the budget
2 people
Recruit volunteers
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Check parent contacts
Choose activities
3 people
Create a music selection
2 people
Develop the rules
2 people
Print the run sheet
Set up the room layout
2 people
Create the task schedule
2 people
Confirm deliveries
Close registrations
Count the final number of participants
2 people
Check the shopping list
2 people
Check reservations
Do the shopping
3 people
Collect materials
3 people
Chill drinks
2 people
Set out non-perishable snacks
2 people
Prepare name badges
2 people
Load playlists onto equipment
2 people
Hang up the program
2 people
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet tables
3 people
Set out tableware
2 people
Chill drinks
2 people
Prepare snacks
4 people
Mark allergens separately
2 people
Hang decorations
3 people
Put up lights decorations
2 people
Connect the sound system
2 people
Test the music
2 people
Set up game corners
3 people
Set up the check-in desk
2 people
Print attendance list
Check first aid supplies
Check toilets
2 people
Brief volunteers
2 people
Set up the cloakroom
2 people

Event

Open the doors
3 people
Register guests
3 people
Explain the program
Hand out welcome drinks
3 people
Serve snacks
4 people
Supervise game activities
5 people
Restock the buffet
3 people
Refill drinks
2 people
Empty trash bins
2 people
Provide the music program
2 people
Keep the dance floor clear
2 people
Guide the photo moment
2 people
Supervise the competition
3 people
Announce the final round
Guide guests to the exit
3 people
Turn off the music

Aftercare

Clear away food and drinks
4 people
Collect tableware
3 people
Take down tables and chairs
5 people
Remove decorations
3 people
Disconnect equipment
2 people
Sort waste
3 people
Sweep floors
3 people
Mop floors
2 people
Clean the restrooms
2 people
Clean the kitchen
2 people
Wash dishes
3 people
Return borrowed materials
2 people
Distribute leftover food
2 people
Collect lost and found items
Hand over the venue
2 people

What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 90
Buffet tablesqty 4
Coat racksqty 3
High tablesqty 6
Waste binsqty 8

Tableware

Reusable platesqty 100
Reusable cupsqty 150
Coffee cupsqty 40
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 8
Thermos flasksqty 4

Equipment

Speakersqty 2
Mixer
Microphoneqty 2
Microphone standsqty 2
Laptop
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Ice containersqty 3
Projector
Projection screen

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Serving spoonsqty 6
Bread knivesqty 3
Kettlesqty 2
Coffee machinesqty 2

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 12
Tableclothsqty 12
Table decorationsqty 12
Photo backdrop
Photo propsqty 20
Name badgesqty 100
Directional signsqty 12
Program boardsqty 6

Lighting

String lightsqty 6
LED lampsqty 12
Battery lampsqty 8
Extension cordsqty 6

Sports equipment

Table tennis paddlesqty 8
Table tennis ballsqty 20
Game cardsqty 6
Board gamesqty 12
Conesqty 40
Trophiesqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 4

Catering

Groceries

Tips

Set the date, program and room reservations before opening registration. Check that both the classroom and auditorium are available for the full setup, event and cleanup period.
Keep registration open long enough to collect dietary requirements and parent contacts, then close it before the event. Use the final participant count to check food, seating, name badges and volunteer coverage.
Test the technical setup before guests arrive. Check the laptop, projector, screen, speakers, mixer, microphone, stands, extension cords and power strips together rather than discovering a missing connection during the program.
Assign volunteers to timed tasks, not just general responsibilities. Include someone for room setup, registrations, food and drinks, activity changes, equipment and cleanup, with the schedule printed for quick reference.
Do the final shopping and collection only after checking reservations and the shopping list. Chill drinks in advance, set out non-perishable snacks, and place reusable cups, plates, cutlery and serving utensils where volunteers can find them.

Frequently asked questions

How far in advance should I plan a class night?: Set the date, program and room reservations at least 6 to 8 weeks ahead. Open registration early enough to collect dietary requirements, parent contacts and a dependable participant count.
When should class night registration close?: Close registration 5 to 7 days before the event so you can count the final participants and adjust food, seating, name badges and volunteer assignments. Keep a clear process for handling late requests.
How many volunteers are needed for a class night?: Plan for at least 1 coordinator plus 1 volunteer for every major work area: registration, room setup, food and drinks, activities, equipment and cleanup. Add coverage if the event uses both a classroom and an auditorium.
When should I prepare the room and equipment?: Create the room layout and check the equipment 1 to 2 days before the event. Complete the physical setup early enough on the day for a full sound, projection and microphone test before participants arrive.

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.