How to organise a sing-along without last-minute problems

A good sing-along depends on preparation people can see and hear: a tested song list, readable lyrics and reliable sound. Start by confirming the venue and registrations, then build the repertoire and presentation before buying refreshments. Allow time for dietary information, backups and a full equipment test. On the day, set up the room, microphones and projector before guests arrive, so the first song does not become a technical rehearsal.

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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
Send invitations
2 people
2
Process registrations
3
Collect dietary requirements
4
Confirm reservation
5
Put together the music repertoire
2 people
6
Check the lyrics
2 people
7
Download music files
8
Back up music files
9
Create a presentation with text
2 people
10
Technically test presentation
2 people
11
Check the equipment
2 people
12
Compile shopping list
2 people
13
Do the shopping
2 people
14
Chill the drinks
2 people
15
Set up non-perishable supplies
2 people
16
Prepare snacks
4 people
17
Mark allergens
2 people
18
Open venue
2 people
19
Ventilate room
2 people
20
Set up tables
3 people
21
Set up chairs
4 people
22
Set up the tech table
2 people
23
Set up speakers
2 people
24
Connect microphones
2 people
25
Connect the projector
2 people
26
Set up the lighting
2 people
27
Perform sound check
2 people
28
Test song lyrics
2 people
29
Set up buffet
4 people
30
Set out tableware
2 people
31
Set up drink station
2 people
32
Hang up decorations
3 people
33
Hang up the program
34
Set up the reception desk
2 people

Event

35
Welcome visitors
3 people
36
Explain the program
37
Open the singing evening
38
Run music and lyrics
2 people
39
Manage microphones
40
Serve snacks
3 people
41
Refill drinks
2 people
42
Keep the buffet tidy
2 people
43
Collect tableware
2 people
44
Announce break
45
Process song requests
46
Close the singing evening
47
Wave goodbye to visitors
2 people

Aftercare

48
Chill leftover food
2 people
49
Switch off equipment
2 people
50
Dismantle technical equipment
3 people
51
Remove decorations
2 people
52
Clear away furniture
4 people
53
Collect waste
3 people
54
Wash dishes
3 people
55
Clean the kitchen
2 people
56
Clean the room
3 people
57
Check toilets
58
Collect lost and found items
59
Count inventory
60
Return items
2 people
61
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 90
Coat racksqty 2

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Laptop
Projector
Projection screen
HDMI cablesqty 2
USB stick
Presentation clicker
Extension cordsqty 4
Power stripsqty 4
Batteriesqty 12

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 50
Serving plattersqty 12
Serving utensilsqty 12

Kitchen

Coolersqty 4
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 2

Decorations

Buntingqty 8
Tableclothsqty 8
Name card holdersqty 4

Lighting

LED string lightsqty 4

Cleaning

Trash binsqty 6
Mopsqty 2
Bucketsqty 2
Broom setsqty 2

Catering

Groceries

Tips

Build the repertoire before creating the presentation. Check every lyric slide against the music, then save the presentation and music files in two places, such as the laptop and a USB stick.
Test the complete setup at least one day beforehand: laptop, projector, screen, HDMI cable, mixer, active speakers and both wireless microphones. Keep spare batteries available for the microphones.
Plan the room around singing rather than dining. Set out chairs with a clear view of the projection screen, keep the tech table close enough for control, and leave cable routes clear of walkways.
Use registration details to plan food and drinks. Mark allergens on snacks, chill drinks before guests arrive, and prepare coffee, tea and serving equipment separately so refreshments do not crowd the sound setup.
Open the venue at least 90 minutes before the start. Ventilate first, then arrange tables and chairs, connect the sound system and projector, and run one complete song with microphones before welcoming people.

Frequently asked questions

How far in advance should I organise a sing-along?: Start four to six weeks before the event. Send invitations early, process registrations and dietary requirements, confirm the reservation, then allow at least one week to finish and test the repertoire and presentation.
How many songs do I need for a sing-along?: Plan roughly 10 to 12 songs for a one-hour singing session, depending on introductions and breaks. Prepare a few extra songs so you can adjust if the group sings quickly or skips a selection.
When should I test the sing-along equipment?: Do a complete technical test one day before the event and repeat the key checks 60 to 90 minutes before guests arrive. Test the presentation, projector, HDMI connection, speakers, mixer and microphones together rather than separately.
How early should I arrive to set up a sing-along?: Arrive at least 90 minutes before the advertised start time. This gives you time to ventilate the room, arrange seating, connect the equipment, chill drinks and fix problems before the first song.

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.