How to organise a reading night from start to finish

Start by securing a suitable room and building the reading programme around confirmed readers and selected texts. Then open registrations, collect dietary requirements and send a reminder with the start time, access details and programme. Allow separate time for preparing books, name badges, refreshments and the reading area. On the day, set up registration and catering before guests arrive, test the reading area, and leave one person free to welcome readers and handle late changes.

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
Reserve a room
2
Compile the reading program
2 people
3
Confirm the readers
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Send reminder
8
Select texts and books
2 people
9
Print the program
10
Prepare name badges
11
Do the shopping
2 people
12
Chill drinks
13
Prepare snacks
3 people
14
Prepare the books
2 people
15
Collect materials
2 people
16
Arrange keys and access
17
Set up tables and chairs
4 people
18
Set up reading corner
2 people
19
Set up the registration table
2 people
20
Set up the catering table
3 people
21
Hang up decorations
2 people
22
Set up lighting
2 people
23
Test the reading area
2 people

Event

24
Staff the reception desk
2 people
25
Welcome guests
2 people
26
Explain the program
27
Guide the first reading session
2 people
28
Serve drinks and snacks
3 people
29
Refill drinks
2 people
30
Guide the second review round
2 people
31
Restock break snacks
2 people
32
Guide the third reading round
2 people
33
Moderate audience questions
34
Announce the closing
35
See guests off
2 people

Aftercare

36
Dismantle furniture
4 people
37
Wash dishes
3 people
38
Collect waste
2 people
39
Clean the room
3 people
40
Remove decorations
2 people
41
Pack books and materials
2 people
42
Register lost and found items
43
Return materials
2 people

What to bring

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

Furniture

Chairsqty 45
Tablesqty 6
Reading Chair
Side tablesqty 2
Clothes racksqty 2
Coat racksqty 10

Tableware

Coffee cupsqty 50
Water glassesqty 50
Platesqty 50
Forksqty 50
Teaspoonsqty 50
Serving traysqty 6
Water jugsqty 6
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3
Clipboardsqty 2
Pensqty 20

Reading materials

Picture booksqty 12
Book standsqty 3
Bookmarksqty 50

Decorations

Tableclothsqty 6
LED candlesqty 20
Flower arrangementsqty 4
Information boardsqty 4

Lighting

Mood lightingqty 4
Standing lampsqty 2

Cleaning

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

Catering

Groceries

Tips

Confirm the readers before publishing the programme, then check the running order with each person. Allow a short changeover between readings so the evening does not fall behind after the first delay.
Send the invitation early enough to process registrations and collect dietary requirements before shopping. A reminder several days before the event should repeat the arrival time, room access and any registration instructions.
Prepare the reading corner separately from the catering area. Set out the reading chair, book stands, side tables and lighting so books can be placed within reach without blocking sightlines.
Do not leave access arrangements until the event day. Confirm who has the keys, when the room can be entered and where tables, chairs, coat racks and waste bins should go before setup begins.
Set up and test the reading area before opening the registration table. Check every microphone or reading position, extension cord, power strip and lamp, then keep water available for readers throughout the programme.

Frequently asked questions

How far in advance should I organise a reading night?: Start at least 4 to 6 weeks ahead if readers and a room still need to be confirmed. Use the final week for registrations, dietary requirements, shopping, printed programmes and access checks.
How do I plan the programme for a reading night?: Confirm every reader before fixing the running order, then allow about 5 to 10 minutes between readings for introductions and changes. Keep the final programme short enough to finish at the advertised time, including a break if needed.
When should I send invitations for a reading night?: Send invitations around 3 to 4 weeks before the event so registrations can be processed. Send a reminder 3 to 5 days beforehand with the start time, room details and any information guests need to bring.
What should I prepare on the day of a reading night?: Allow at least 90 minutes for room setup, including tables and chairs, the reading corner, registration, catering, lighting and book preparation. Finish testing the reading area before guests arrive, then keep one person at reception for the first 30 minutes.

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.