How to organise a singalong evening that runs smoothly

A singalong evening needs more preparation than a normal social gathering because the music, words and room setup all have to work together. Start by confirming the date and venue, then build a manageable music programme and collect the lyrics early. Give yourself time to process registrations and dietary requirements before shopping. On the day, test the microphones, speakers, laptop and projector before guests arrive, and leave enough time to arrange seating, refreshments and the cloakroom.

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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
Confirm the venue booking
3
Compile the music program
2 people
4
Collect singalong lyrics
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Confirm registrations
9
Test equipment and microphones
2 people
10
Print the sing-along lyrics
2 people
11
Check the shopping list
2 people
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Set out shelf-stable snacks
2 people
15
Open venue
2 people
16
Check venue and toilets
2 people
17
Set up tables and chairs
4 people
18
Set up buffet tables
2 people
19
Set up the cloakroom
2 people
20
Hang decorations
3 people
21
Set up lighting
2 people
22
Set up the sound system
3 people
23
Set up the playlist and lyrics
2 people
24
Test microphones and speakers
2 people
25
Prepare snacks
3 people
26
Prepare coffee and tea
2 people
27
Set out dishes and glasses
2 people
28
Place name and text tables
2 people
29
Carry out the final safety check
2 people

Event

30
Welcome guests
3 people
31
Hand out program and lyrics
2 people
32
Serve coffee and tea
2 people
33
Open the sing-along evening
34
Run music and lyrics
2 people
35
Serve snacks
2 people
36
Refill drinks
2 people
37
Collect used dishes
2 people
38
Restock buffet and tables
2 people
39
Announce final singing round
40
See off guests
3 people

Aftercare

41
Turn off the sound system
2 people
42
Clear away food and drinks
3 people
43
Collect waste
2 people
44
Wash dishes
3 people
45
Take down tables and chairs
4 people
46
Remove decorations and lighting
3 people
47
Clean the venue
4 people
48
Return borrowed materials
2 people
49
Store or discard leftovers
2 people
50
Store texts and materials

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2
Buffet tablesqty 2
Stoolsqty 4

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Mixer
Laptop
Music standqty 2
Extension cordsqty 5
Power stripsqty 4
Spare batteriesqty 12
HDMI cable
USB stick
Projector
Projection screen

Tableware

Coffee cupsqty 60
Drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Serving tongsqty 6
Coffee potsqty 3
Thermos flasksqty 3

Kitchen

Kettlesqty 2
Cutting boardsqty 2
Chef's knivesqty 2
Bread knivesqty 2
Storage binsqty 6

Decorations

Buntingqty 8
Tableclothsqty 8
Menu standsqty 8
Flower arrangementsqty 6

Lighting

String lightsqty 4
LED lightsqty 6
Extendable lampsqty 2

Cleaning

Waste binsqty 4
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Tea towelsqty 10
Towelsqty 6

Catering

Groceries

Tips

Choose the music programme at least two weeks in advance and keep the first set to around 45–60 minutes. Collect the lyrics at the same time so you are not still formatting or printing pages on the day.
Ask guests for dietary requirements when they register, then confirm final numbers 3–5 days before the event. Use that number when checking drinks, snacks, plates, glasses and cutlery.
Test the complete sound and projection setup at least one day beforehand: laptop, mixer, active speakers, wireless microphones, HDMI cable and lyrics. Keep spare batteries and a USB copy of the programme ready in case the main connection fails.
Open the venue 2–3 hours before guests arrive. Allow separate time for tables and chairs, buffet tables, coat racks, decorations, lighting and the sound system rather than treating setup as one short job.
Chill drinks as soon as you arrive and put shelf-stable snacks out before the first singers come in. Prepare coffee, serving platters and utensils after the room is arranged, so food service does not block the equipment or singing area.

Frequently asked questions

How far in advance should I plan a singalong evening?: Start planning 3–4 weeks ahead. Confirm the venue first, then allow at least two weeks to select songs, collect lyrics and send invitations.
How many songs do I need for a singalong evening?: Plan roughly 10–12 songs for a 45–60 minute set, depending on introductions and audience participation. Prepare a few extra songs so you can adjust the pace without leaving a gap.
When should I test the microphones and speakers?: Run a full equipment test at least one day before the event, then repeat a short sound check 60–90 minutes before guests arrive. Test both microphones, the music playback and the projected lyrics.
How early should I open the venue for a singalong evening?: Open the venue 2–3 hours before the advertised start time. This gives you time to check the toilets, arrange seating and buffet tables, set up the cloakroom, and solve sound or projection problems before people enter.

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.