Evening of singing together: a practical checklist

An evening of singing together needs more than a choir leader and a list of songs. This checklist takes you from confirming the venue and musicians to preparing registrations, song sheets, refreshments and the room. It also covers the details that are easy to leave too late, such as dietary requirements, microphone checks, chilled drinks and enough power connections. Use the plan to work through the preparation in order, then keep the final setup tasks for the event day.

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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 location and date
Finalize the reservation
Confirm the choir leader
Book musicians
Select songs
2 people
Compile program
2 people
Design invitations
Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Check the equipment and instruments
2 people
Layout texts and song sheets
2 people
Print song sheets
2 people
Check visitor list
Check the shopping list
2 people
Do the shopping
2 people
Sort the song sheets
2 people
Set out drinks chilled
2 people
Open venue
2 people
Check the hall and entrance
2 people
Set up chairs
4 people
Set up tables for reception
2 people
Set up the reception table
2 people
Set up the coffee and tea station
3 people
Set up the sound system
3 people
Set up instruments
3 people
Test microphones
2 people
Set up lighting
2 people
Lay out song sheets
3 people
Carry out soundcheck
4 people
Brief volunteers
2 people
Arrange the evening meal for staff
2 people

Event

Open the doors
3 people
Welcome visitors
4 people
Hand out song sheets
3 people
Explain the program
Lead the singing
5 people
Serve break drinks
4 people
Refill drinks
2 people
Keep break tables clean
2 people
Guide the second singing block
5 people
Handle the closing
See visitors out
3 people

Aftercare

Gather borrowed materials
3 people
Dismantle the sound system
3 people
Store instruments safely
3 people
Collect tableware
3 people
Wash dishes
3 people
Clean coffee station
2 people
Collect waste
2 people
Clean the room
4 people
Put chairs and tables back
4 people
Lock up the venue
2 people
Inventory the remaining materials
2 people
Return borrowed materials
2 people
Clear away leftover drinks
2 people

What to bring

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

Furniture

Chairsqty 100
Tablesqty 8
Stoolsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 100
Teaspoonsqty 100
Cake platesqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coffee filtersqty 2
Serving plattersqty 8
Serving tongsqty 4
Corkscrewsqty 2

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Portable piano
Music standsqty 6
Batteriesqty 16

Lighting

Standing lampsqty 4
String lightsqty 3

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Entrance sign
Program standsqty 3

Catering

Song sheetsqty 120
Name badgesqty 100
Napkinsqty 200
Coffee spoonsqty 100
Groceries

Cleaning

Waste binsqty 6
Broomqty 2
Vacuum cleaner
Mop setsqty 2
Cleaning glovesqty 4
Microfiber clothsqty 12

Tips

Confirm the venue, date and reservation before opening registrations. Once people can sign up, they will expect the address, arrival time and programme to be settled.
Book the choir leader and musicians before finalising the song selection. Allow time to compile the programme, lay out the song sheets and print enough copies for every registered visitor.
Collect dietary requirements during registration rather than a few days before the event. Use the final visitor list to check refreshments, seating and the number of song sheets needed.
Test the speakers, mixer, microphones, stands, cables and portable piano before the event day. Keep extension cords, power strips and spare batteries available so a missing connection does not delay the singing.
Set up the reception and coffee station before visitors arrive, including cups, glasses, teaspoons, cake plates, thermos flasks and chilled drinks. Open the venue early enough to check the entrance, hall, chairs, tables and lighting without guests waiting.

Frequently asked questions

How far in advance should I organise an evening of singing together?: Start at least 8 to 12 weeks before the event. Confirm the venue, choir leader and musicians first, then allow several weeks for invitations, registrations, song selection and printing.
How many song sheets do I need for a singing evening?: Print one complete song sheet set for every registered visitor, plus about 5 to 10% extra. For 60 visitors, prepare 63 to 66 sets so late registrations or damaged copies do not cause a shortage.
When should I check the sound equipment for the event?: Do a full equipment check 3 to 7 days beforehand and test everything again during setup. Check microphones, speakers, mixer, cables, stands, power strips and batteries before visitors enter.
How early should I open the venue on the day?: Allow at least 2 hours before the advertised arrival time. That gives you time to check the hall and entrance, arrange chairs and tables, set up the reception and coffee station, and chill the drinks.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.