How to organise a karaoke night without last-minute chaos

A successful karaoke night depends less on having hundreds of songs than on a reliable setup and a clear order for the evening. Confirm the venue and timings first, then sort guest numbers, dietary needs, equipment and the song list. Test the microphones, screen and speakers before guests arrive, and keep songs available offline in case the connection fails. Set up a sign-up point so singers know when they are due and the evening does not stall between performances.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Create final guest list
5
Confirm venue and times
6
Reserve karaoke equipment
7
Compile music list
2 people
8
Save karaoke songs offline
9
Test microphones
2 people
10
Check power outlets
11
Do the shopping
2 people
12
Chill drinks
2 people
13
Check the snacks
2 people
14
Clear the room
3 people
15
Set up tables
3 people
16
Set out chairs
3 people
17
Set up the buffet
2 people
18
Set out the tableware
2 people
19
Hang decorations
2 people
20
Set up karaoke system
2 people
21
Set up the monitor
2 people
22
Set sound level
2 people
23
Set out the song list
24
Set up the registration desk
25
Brief volunteers
2 people

Event

26
Welcome visitors
2 people
27
Check off registrations
28
Collect song requests
29
Host karaoke night
30
Announce the singers
31
Pass around the microphones
32
Serve snacks
2 people
33
Serve drinks
2 people
34
Refill drinks
35
Refill buffet
36
Collect glasses and crockery
37
Clean up spills immediately
38
Announce the final act
39
Wave goodbye to visitors
2 people

Aftercare

40
Turn off karaoke set
2 people
41
Pack equipment safely
2 people
42
Remove decorations
2 people
43
Collect waste
2 people
44
Wash dishes
2 people
45
Clear tables and chairs
3 people
46
Clean the floor and tables
2 people
47
Check toilets
48
Empty the coolers
49
Store leftover food
50
Take waste to the container
51
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Buffet tablesqty 2
Stoolsqty 4

Tableware

Reusable glassesqty 70
Coffee cupsqty 30
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Serving tongsqty 4

Equipment

Karaoke screen
Karaoke console
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Spare batteriesqty 8
Laptop
USB stickqty 2

Kitchen

Coolersqty 3
Ice containersqty 2
Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Cutting boardsqty 2
Knivesqty 4

Decorations

Buntingqty 8
Balloonsqty 80
Balloon pump
Tableclothsqty 6
Song request formsqty 100
Pensqty 12

Lighting

LED string lightsqty 4
Spotlightsqty 2

Cleaning

Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brushqty 2
Waste binsqty 4

Catering

Groceries

Tips

Build the running order around the equipment test. Connect the console, screen, speakers and microphones at least 60 minutes before guests arrive, then test a quiet song and a loud song.
Prepare the song list before the event and save the tracks offline on a laptop or USB stick. Keep a printed copy at the sign-up point so guests can choose without standing around the console.
Plan drinks and snacks for the first hour before karaoke starts. Chill drinks in advance, put water where singers can reach it, and check dietary requirements against the final guest list.
Leave clear space in front of the screen and speakers. Arrange tables and chairs so people can see the lyrics, while keeping microphone cables, extension leads and power strips out of walking routes.
Give volunteers a short briefing before doors open. One person should manage singer sign-ups, another should watch the equipment, and everyone should know where spare batteries and backup songs are kept.

Frequently asked questions

How long does it take to set up a karaoke night?: Allow at least 90 minutes for the full setup, including tables, drinks, the buffet, decorations and karaoke equipment. Reserve the final 30 minutes for microphone, speaker, screen and song tests.
How many karaoke songs should I prepare for an evening?: Prepare around 10 to 12 songs per hour of planned singing, then add a backup selection of at least 20 songs. Actual capacity depends on how many people sing and whether songs are performed solo or in groups.
When should I send invitations for a karaoke night?: Send invitations 3 to 4 weeks before the event and set an RSVP deadline about 7 days before it. Use the final guest list to plan seating, food, drinks and the number of singer slots.
How do I stop a karaoke night from becoming disorganised?: Use a sign-up list from the start and limit each person to one song before opening a second round. Keep 2 or 3 ready-to-play songs available so short pauses do not turn into long equipment or search delays.

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.