How to organise a singalong afternoon

A singalong afternoon works best when the music, words and room setup are ready before guests arrive. Start by confirming the date and venue, then build a programme that fits the available time and check whether you need music rights. After invitations and registrations, prepare the final guest list, dietary information and printed lyrics. On the day, allow time to test microphones and speakers, arrange seating, chill drinks and set up the buffet before opening registration.

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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
Compile the music program
2 people
3
Check music rights
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Create final guest list
8
Plan deliveries and shopping
9
Gather music files
10
Print song lyrics
2 people
11
Prepare name badges
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Prepare snacks
3 people
15
Open venue
2 people
16
Check rooms
2 people
17
Set up tables
3 people
18
Set out chairs
3 people
19
Set up the stage area
2 people
20
Connect sound equipment
2 people
21
Test the music
2 people
22
Hang decorations
2 people
23
Set up the buffet and drinks table
3 people
24
Place song lyrics on tables
2 people
25
Set up the registration table
26
Brief volunteers
2 people

Event

27
Welcome guests
3 people
28
Serve coffee and tea
3 people
29
Deliver the welcome speech
30
Guide the first singing round
2 people
31
Serve snacks
3 people
32
Refill drinks
2 people
33
Announce break
34
Guide the second singing round
2 people
35
Serve dinner
4 people
36
Collect song requests
37
Lead the third singing round
2 people
38
Handle farewell and thank-you speech
39
See off guests
3 people

Aftercare

40
Turn off the sound equipment
2 people
41
Collect tableware
3 people
42
Safely clear away food
2 people
43
Clear tables and chairs
3 people
44
Wash dishes
3 people
45
Collect waste
2 people
46
Clean the venue
3 people
47
Check and store materials
2 people
48
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Registration desk
Stage elementsqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Teaspoonsqty 70
Serving plattersqty 12
Serving tongsqty 6

Equipment

Active speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Audio mixer
Laptop
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3

Decorations

Tableclothsqty 8
Paper garlandsqty 8
Flower arrangementsqty 6
Name badgesqty 70
Pensqty 12

Catering

Song lyricsqty 70
Program bookletsqty 70
Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Waste binsqty 6

Lighting

Standing lampsqty 4
Mood lightingqty 4

Tips

Build the music programme before sending invitations. Allow roughly 10–15 minutes per song, including introductions and transitions, so a two-hour afternoon usually needs about 8–10 songs rather than a much longer list.
Treat the lyrics as a separate production job. Gather the final music files first, print one copy for each guest plus 5–10 spare copies, and place them on the tables before the doors open.
Schedule the sound check at least 60 minutes before guests arrive. Test every microphone, microphone stand, speaker, mixer channel and laptop connection with the actual songs you will use.
Finish the guest information before shopping. Use the final guest list and collected dietary requirements to plan snacks, drinks, plates, glasses and cutlery; chilling drinks only after guests arrive is a common avoidable delay.
Set up in a fixed order: check the rooms, place tables and chairs, prepare the stage area, connect power and sound equipment, then arrange registration, lyrics and refreshments. Keep 15–20 minutes free for faults or missing items.

Frequently asked questions

How long does it take to organise a singalong afternoon?: Allow at least 2–3 weeks for invitations, registrations, the music programme and rights checks. Reserve the final day before the event for printing lyrics, shopping and preparing files, then plan 60–90 minutes for setup on the day.
How many songs do you need for a singalong afternoon?: Plan around 8–10 songs for a two-hour programme if each song takes 10–15 minutes with introductions and pauses. Add a short break rather than filling the entire schedule with songs.
How many copies of the song lyrics should I print?: Print one copy per confirmed guest and keep 5–10 extra copies for late registrations, damaged pages or missing guests. Print only after the programme and lyrics have been checked against the final music files.
When should I test the sound equipment?: Complete the main sound check at least 60 minutes before guests arrive. Test microphones, speakers, mixer settings, laptop playback and extension cords in the exact room layout you will use.

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