How to organise a poetry slam from first idea to final score

A poetry slam needs more than poets and a microphone. Set the date and venue first, then build the competition format, recruit the host and jury, and open poet registration. Before publishing the programme, settle the scoring method, time limits and sound requirements. On the day, allow time to arrange the stage, judges’ table and audience seating, connect the mixer and speakers, and test every microphone before doors open.

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
Create the program and competition rules
2 people
3
Contact poets and host
2 people
4
Approach jury members
5
Make the venue reservation
6
Create registration form for poets
7
Process poet registrations
2 people
8
Collect visitors' dietary requirements
9
Send invitations
2 people
10
Distribute promotional poster
2 people
11
Process visitor registrations
12
Reserve equipment and microphones
13
Prepare judge forms and scorecards
14
Send the poets’ briefing
15
Publish the final program
16
Check the shopping list
17
Do the shopping
2 people
18
Pick up the equipment
2 people
19
Remind the poets and jury
20
Chill the cold drinks
2 people
21
Open venue
2 people
22
Set up tables and chairs
4 people
23
Set up the stage and speaking area
3 people
24
Connect the sound system
2 people
25
Test microphones
2 people
26
Set up lighting
2 people
27
Set up registration desk
2 people
28
Set up judges' table
2 people
29
Set up the drinks and snack table
2 people
30
Set out the programs and scorecards
2 people

Event

31
Welcome and check in poets
2 people
32
Welcome the audience
3 people
33
Serve coffee and tea
2 people
34
Host the opening round
2 people
35
Guide the first slam round
3 people
36
Refill drinks
2 people
37
Serve snack breaks
2 people
38
Facilitate second slam round
3 people
39
Collect judging forms
40
Announce finalists
41
Lead the final
3 people
42
Announce the winner
2 people
43
Supervise the open stage
2 people
44
See the crowd off
2 people

Aftercare

45
Pack leftovers safely
2 people
46
Switch off equipment
2 people
47
Take down tables and chairs
4 people
48
Collect and sort waste
3 people
49
Wash dishes
2 people
50
Clean the venue
4 people
51
Collect lost and found items
52
Return equipment
2 people
53
Store leftover materials
2 people
54
Send results and photos

What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Tableclothsqty 8
Speaker table
Judges' table

Equipment

Active speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Mixer
Audio cablesqty 6
Extension cordsqty 6
Power stripsqty 4
Laptop
Timerqty 2

Lighting

LED panelsqty 4
Mood lightingqty 2

Tableware

Glassesqty 100
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Thermos flasksqty 4
Water jugsqty 6

Decorations

Stage curtain
Event banner
Table décorqty 8
Name badgesqty 20

Office

Program flyersqty 100
Scorecardsqty 150
Jury formsqty 30
Pen setsqty 20
Clipboardsqty 8
Tapeqty 4
Writing paperqty 2

Catering

Serving traysqty 6
Coolersqty 4
Drink dispensersqty 2
Groceries

Cleaning

Waste binsqty 6

Kitchen

Corkscrewqty 2

Tips

Write the competition rules before inviting poets. Include the number of rounds, performance time limit, scoring scale, tie-break method and what happens if a poet arrives late.
Open poet registration early enough to process entries and send a briefing before the final programme is published. Ask each poet for their running order, pronunciation details and any technical needs.
Recruit the host and jury before promoting the event. Prepare one scorecard and pen set per judge, plus spare forms, and explain how scores are submitted after each performance.
Schedule the sound check before the audience arrives, not during seating. Test every microphone, stand, audio cable, power strip and speaker at performance volume, then keep a spare microphone available if possible.
Finish the room setup at least 60 minutes before doors open. Arrange the stage, speaking area, judges’ table, chairs and lighting first; chill drinks and place water jugs where poets and jury can reach them without crossing the performance area.

Frequently asked questions

How far in advance should I organise a poetry slam?: Start at least 6 to 8 weeks before the event. That gives you time to reserve the venue, confirm the host and jury, collect poet registrations, promote the slam and publish a final programme.
How many judges do you need for a poetry slam?: Use at least 3 judges so one unusual score does not decide the result. Five judges give you a more balanced panel; decide in advance whether the highest and lowest scores will be dropped.
How long does a poetry slam take to set up?: Allow 2 to 3 hours for the full setup, including chairs and tables, stage and lighting, sound connections, scorecards and refreshments. Reserve the final 30 minutes for microphone and volume testing.
When should poets receive the poetry slam briefing?: Send the briefing 5 to 7 days before the event, after registrations are processed. Include arrival time, round structure, time limits, scoring rules, running order and what poets should do if they can no longer attend.

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.