How to organise a poetry festival

A poetry festival depends on timing more than spectacle: confirm the venue, shape the programme, and give poets and visitors clear information early. Start by fixing the format and performance schedule before opening registrations. Then work backwards from the event date for catering, equipment testing, printing and volunteer cover. The final checks are practical: a ready stage area, tested microphones, labelled seating or badges, chilled drinks and a programme that matches the running order.

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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

1
Reserve venue
2
Contact poets
2 people
3
Compile program
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Confirm reservations
8
Publish the poets' program
9
Schedule volunteers
10
Order catering
11
Test the equipment
2 people
12
Inform poets
13
Prepare name badges
14
Print programs
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Prepare snacks
3 people
18
Check the venue
2 people
19
Set up tables
3 people
20
Set out chairs
4 people
21
Set up the stage area
3 people
22
Connect microphones
2 people
23
Test sound level
2 people
24
Set up lighting
2 people
25
Hang up decorations
2 people
26
Set up the reception table
2 people
27
Set up catering
3 people
28
Put out program brochures
2 people

Event

29
Welcome the poets
2 people
30
Register participants
3 people
31
Welcome the audience
3 people
32
Give the opening speech
33
Guide poetry blocks
2 people
34
Swap microphones
2 people
35
Serve drinks
3 people
36
Serve snacks
3 people
37
Refill drinks
2 people
38
Clear buffet
2 people
39
Moderate audience questions
40
Deliver closing remarks
41
See the crowd off
3 people

Aftercare

42
Switch off equipment
2 people
43
Collect waste
3 people
44
Wash dishes
3 people
45
Put furniture back
4 people
46
Clean the venue
3 people
47
Remove decorations
2 people
48
Return borrowed items
2 people
49
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 120
Stoolsqty 6
Coat racksqty 2

Equipment

Wireless microphonesqty 3
Speakersqty 2
Mixer
Microphone standsqty 3
Extension cordsqty 6
Power stripsqty 6
Laptop
HDMI cablesqty 2

Lighting

LED spotlightsqty 6
Mood lightingqty 4

Tableware

Reusable glassesqty 140
Coffee cupsqty 80
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3

Decorations

Poetry postersqty 12
Cotton table runnersqty 8
Chalkboardsqty 4
Vasesqty 10
Cut flowersqty 10

Catering

Groceries

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3

Reception

Name badgesqty 140
Badge holdersqty 140
Program leafletsqty 140
Pensqty 20
Registration listsqty 4
Directional signsqty 10

Paper goods

A4 paper
Markersqty 12
Adhesive tapeqty 6
Writing foldersqty 6

Tips

Set the programme before sending invitations. Confirm each poet’s slot, arrival time and technical needs, then publish the final programme only after all reservations are confirmed.
Close registrations with enough time to act on the numbers. Aim to have attendance and dietary requirements finalised at least 7 days before the festival so catering and seating can be adjusted.
Schedule volunteers in shifts rather than asking for all-day help. Cover at least arrival and registration, stage support, catering, and the final clear-up, with overlap during the busiest 30 minutes.
Test the complete sound setup at the venue, not just individual pieces. Connect the mixer, speakers, microphones, stands, laptop and cables, then check the sound level from the back row at least 2 hours before doors open.
Prepare the room in the order guests will use it. Check coat racks and seating first, then set up the stage, lighting, badges, printed programmes, drinks and snacks so late changes do not disrupt the performance area.

Frequently asked questions

How far in advance should I organise a poetry festival?: Start at least 8 to 12 weeks ahead for a small or medium festival. Reserve the venue and contact poets first, then allow time for programme changes, registrations, catering and equipment checks.
When should I confirm poets for a poetry festival?: Ask poets to confirm their participation and slot at least 6 weeks before the event. Send the final arrival instructions and technical details again 7 days before the festival.
How many volunteers do I need for a poetry festival?: Plan for roughly 1 volunteer per 25 to 30 guests, with a minimum of 3 people for a small event. One person should manage arrivals, one should support the stage, and one should handle refreshments and room changes.
When should I order catering for a poetry festival?: Place the catering order 7 days before the festival, once registrations and dietary requirements are closed. Buy or prepare drinks and snacks close to the event so chilled items and fresh food are ready on the day.

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