How to organise a poetry night that runs smoothly

A poetry night works best when the programme, performers and sound setup are confirmed in that order. Start by securing the date and venue, then build a running order around confirmed poets and performance times. Registrations give you the numbers for seating, catering and dietary requirements, while technical details prevent delays at the microphone. Leave the final hours for shopping, chilling drinks, room setup and a proper sound check—not last-minute chasing.

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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
Confirm date and location
2
Draw up the running order
3
Reach out to poets and performers
2 people
4
Confirm performances and times
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Gather technical requirements
9
Reserve microphones and speakers
10
Calculate catering quantities
11
Compile program
2 people
12
Have programs printed
13
Send route and reception information
14
Do a final check of registrations
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Setting up shelf-stable catering
2 people
18
Open venue
2 people
19
Check the venue
2 people
20
Set up tables
3 people
21
Set up chairs
3 people
22
Set up the stage area
2 people
23
Set up sound equipment
2 people
24
Connect microphones
2 people
25
Perform sound check
2 people
26
Set up lighting and ambient lighting
2 people
27
Hang up decorations
2 people
28
Put up the information board
29
Set up the reception table
2 people
30
Prepare attendance list
31
Set up the catering buffet
3 people
32
Prepare coffee and tea
2 people
33
Provide the speaker briefing

Event

34
Welcome the audience
3 people
35
Hand out programs
2 people
36
Give the opening speech
37
Guide the presentations
2 people
38
Announce break
39
Serve snacks and drinks
3 people
40
Refill drinks
2 people
41
Collect used dishes
2 people
42
Guide the second presentation block
2 people
43
Support public performances
2 people
44
Give the closing speech
45
See off guests and manage departure
3 people

Aftercare

46
Turn off the sound equipment
2 people
47
Remove decorations
2 people
48
Dismantle furniture
3 people
49
Collect waste
2 people
50
Wash dishes
2 people
51
Clean the room
3 people
52
Gather borrowed materials
2 people
53
Return equipment
2 people
54
Store remaining catering

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Speaker table
Stoolsqty 4
Clothes racksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 90
Platesqty 80
Forksqty 80
Coffee spoonsqty 70
Serving plattersqty 10
Serving tongsqty 6

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 4
Power stripsqty 4
Laptop
HDMI cable

Lighting

LED ambient lightsqty 8
String lightsqty 4

Decorations

Poetry postersqty 12
Table runnersqty 8
Vasesqty 8
Flower arrangementsqty 8
Name badgesqty 20
Directional signsqty 6
Tapeqty 4
Scissorsqty 3

Kitchen

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

Cleaning

Waste binsqty 4
Broomsqty 2
Dustpansqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Build the running order as soon as performers confirm. Include arrival times, performance lengths and short changeovers so the programme does not slip after the first few readings.
Ask every poet for technical requirements at least one week before the event. Confirm whether they need a microphone, music playback or a laptop connection, then test the relevant cables and equipment on site.
Use the registration list to plan the room, not just the catering. Check the final count 24 hours beforehand, prepare name badges and allow enough chairs for registered guests plus a small number of late arrivals.
Send route and reception information with the invitation or registration confirmation. Include the entrance, arrival time and where guests should check in; directional signs at the venue handle the last few metres.
Open the venue early enough for setup and testing. Allow at least 90 minutes to arrange chairs, tables and the stage area, connect microphones and speakers, set the lighting, and complete the sound check before doors open.

Frequently asked questions

How far in advance should I organise a poetry night?: Start at least six weeks before the event. Confirm the date and venue first, contact poets in the first week, and send invitations once the programme and registration details are clear.
How do I plan the running order for a poetry night?: Allow roughly 5 to 10 minutes per poet, depending on the agreed set length, and add a 5-minute changeover after each small group of performers. Confirm every performance time before printing the programme.
How much time do I need to set up a poetry night venue?: Allow at least 90 minutes for room layout, stage setup, sound equipment, lighting and catering. Finish the microphone and speaker sound check no later than 30 minutes before guests arrive.
When should I confirm catering numbers and dietary requirements?: Collect dietary requirements during registration and make a final check 24 hours before the event. Use that final number to calculate food, drinks, plates, cups and cutlery before shopping.

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.