Club Night Checklist

A club night runs smoothly when the practical details are settled before the first guest arrives. Confirm the room, programme, suppliers and registrations early, then leave enough time for shopping, chilling drinks and testing every cable. On the day, allow a clear setup window for furniture, the bar, lighting, check-in and sound. This checklist helps you work through those steps in order, including the small jobs that are easy to leave until the last hour.

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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
Reserve a room
Compile the music program
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm supplier agreements
Determine bar layout
2 people
Check the shopping list
2 people
Close registrations
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Test equipment
2 people
Arrange keys and access
Ventilate room
Set up tables and chairs
4 people
Set up the bar
3 people
Connect sound equipment
2 people
Install lighting
2 people
Hang decorations
2 people
Display snacks
2 people
Set up bar stock
2 people
Set up the check-in desk
2 people
Perform final sound check
2 people

Event

Welcome visitors
3 people
Serve drinks
3 people
Refill snacks
2 people
Refill drinks
2 people
Collect glasses and tableware
2 people
Check toilets
Provide music
Announce the final round
See visitors out
3 people

Aftercare

Clear away bar stock
3 people
Collect waste
3 people
Switch off equipment
2 people
Remove decorations
2 people
Wash dishes
3 people
Clean the room
4 people
Put furniture back
3 people
Check materials
2 people
Return borrowed items
2 people
Return keys

What to bring

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

Furniture

Bar matsqty 2
Tall cocktail tablesqty 8
Tablesqty 6
Chairsqty 40
Coat racksqty 3

Tableware

Reusable drinking glassesqty 120
Wine glassesqty 40
Platesqty 100
Cutlery setsqty 100
Serving bowlsqty 12

Equipment

Active speakersqty 2
Mixer
Microphone
Audio cablesqty 4
Extension cordsqty 6
Power stripsqty 4
Coolersqty 4
Card machine

Lighting

LED string lightsqty 4
LED spotlightsqty 4
Disco light

Decorations

Balloon archesqty 2
Buntingqty 6
Tableclothsqty 8
Menusqty 8

Kitchen

Cutting boardsqty 3
Knivesqty 4
Serving tongsqty 6
Ice spoonsqty 2
Bottle openersqty 3

Cleaning

Washing-up tubsqty 2
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Vacuum cleaner

Catering

Groceries

Tips

Close registrations before you shop so you can match drinks, snacks, glasses and seating to a reliable guest count. Keep a small margin for last-minute changes rather than buying everything at the exact number.
Schedule at least 60 minutes for the sound setup and final check. Test the active speakers, mixer, microphone, audio cables, extension cords and power strips with the actual music source you will use.
Set up the bar before guests arrive, including chilled drinks, reusable glasses, bottle openers, ice scoops and the card machine. Check the bar layout while the room is still empty so queues do not block the entrance or dance floor.
Do not leave access arrangements until setup day. Confirm the keys, room access, supplier arrival times and ventilation plan in advance, then ventilate the room before furniture and equipment are fully in place.
Create separate setup zones for check-in, drinks, food and coats. Put the check-in desk near the entrance, provide coat racks, and keep serving bowls, tongs, plates and cutlery together rather than unpacking them as guests arrive.

Frequently asked questions

How far in advance should I organise a club night?: Confirm the date, room and key suppliers at least 6 to 8 weeks ahead. Send invitations once the programme and venue details are firm, then close registrations early enough to shop accurately.
How long does it take to set up a club night?: Allow around 3 to 4 hours for a setup that includes tables and chairs, the bar, lighting, decoration, check-in and sound equipment. Add extra time if suppliers or a more complex music setup arrive separately.
How many drinks should I buy for a club night?: Use the final registration count as your base and plan roughly 2 to 3 drinks per guest for the first hour, then about 1 drink per person per hour. Adjust the mix after checking dietary requirements and the expected length of the night.
When should I do the final sound check?: Complete the final sound check after the speakers, mixer, microphone and lighting are connected, ideally 30 to 60 minutes before doors open. Check both music playback and microphone volume from the guest area, not only beside the equipment.

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.