How to organise a poetry night from start to finish

A poetry night runs smoothly when the programme, performers and room setup are arranged in the right order. Start by confirming the date and venue, then build a timed running order and contact the poets and host. In the final week, collect attendance and dietary details, confirm every performance and prepare printed programmes and name cards. On the day, allow time to test microphones, arrange seating and set up the speaking area before guests arrive.

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
Confirm date and location
2
Draw up the program and schedule
2 people
3
Contact poets and host
2 people
4
Confirm performances and scripts
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Determine catering quantities
2 people
9
Make reservations
10
Assign volunteers
2 people
11
Checking equipment and power
2 people
12
Print the program
13
Prepare name badges
14
Do the shopping
2 people
15
Chill drinks
2 people
16
Prepare snacks
3 people
17
Open venue
2 people
18
Check the venue
2 people
19
Set up tables
3 people
20
Set up chairs
3 people
21
Set up the speaking area
2 people
22
Connect the sound system
2 people
23
Test microphones
2 people
24
Set up lighting
2 people
25
Hang decorations
2 people
26
Set up the reception desk
2 people
27
Prepare coffee and tea
2 people
28
Display snacks
2 people

Event

29
Welcome guests
3 people
30
Distribute program
2 people
31
Brief the presenter
32
Guide the performances
2 people
33
Monitor the schedule
34
Serve coffee and tea
2 people
35
Serve snacks
2 people
36
Refill drinks
2 people
37
Collect used dishes
2 people
38
See off guests
2 people

Aftercare

39
Turn off the sound system
2 people
40
Clear away food and drinks
3 people
41
Wash dishes
3 people
42
Collect waste
2 people
43
Put tables and chairs back
3 people
44
Pack decorations and materials
2 people
45
Clean the room
3 people
46
Lock up the venue
2 people
47
Return materials
2 people
48
Handle lost and found

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Speaker table
Coat rackqty 2
Stoolsqty 4

Tableware

Drinking glassesqty 70
Coffee cupsqty 60
Pastry platesqty 60
Cutlery setsqty 60
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Laptop
Extension cordsqty 6
Power stripsqty 4

Lighting

Floor lampsqty 4
LED candlesqty 30

Decorations

Tableclothsqty 8
Mood lightingqty 4
Directional signsqty 6
Name badgesqty 60
Text standsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 2
Broom setsqty 2
Mopsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Set the running order before inviting performers. Include arrival times, performance lengths and short breaks, so poets know exactly when they are expected on stage.
Confirm each poet’s name, text and performance slot at least 7 days beforehand. Ask whether they need a microphone stand, a reading light or a table for notes.
Test the speakers, microphones, mixer, laptop, extension leads and power strips with the room fully arranged. A microphone that works during a quick check can still fail when cables are moved.
Plan refreshments from the confirmed attendance rather than rough estimates. Collect dietary requirements before buying snacks, and chill drinks while the room is being prepared.
Open the venue at least 90 minutes before the first guest arrives. Use the first 30 minutes for tables and chairs, then reserve time for sound testing, lighting, signage and a final programme check.

Frequently asked questions

How far in advance should I organise a poetry night?: Confirm the venue and date at least 6 weeks ahead. Contact poets and the presenter soon after, then send invitations around 3 weeks before the event.
How long should a poetry night programme be?: Plan 60 to 90 minutes of readings for a small event, with a 10- to 15-minute break if the evening runs longer. Give each poet a confirmed slot and allow 2 to 3 minutes between performers.
How early should I arrive to set up a poetry night?: Arrive 90 minutes before doors open. Reserve at least 30 minutes for seating and tables, 20 minutes for the speaking area and lighting, and 20 minutes to connect and test the sound system.
How many microphones do I need for a poetry night?: One working microphone is enough for a single reader at a time, but keep a second microphone available if the presenter and poets share the stage. Test both microphones before guests arrive and keep spare batteries or cables ready.

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.