How to organise a singalong evening that runs smoothly

A singalong evening works best when the music, words and room setup are prepared as one plan. Start by choosing the repertoire and checking every lyric before you invite people, then use registrations to confirm numbers and dietary requirements. In the final week, prepare the music files, print the song sheets and confirm the venue and equipment. On the day, finish the food and drinks first, test both microphones before guests arrive, and keep the lyrics easy to collect and hand out.

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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
2 people
3
Collect dietary requirements
4
Reserve venue
5
Put together the music repertoire
2 people
6
Check the lyrics
2 people
7
Print song lyrics
2 people
8
Prepare music files
9
Confirm reservations
10
Do the shopping
3 people
11
Check materials
2 people
12
Chill drinks
2 people
13
Prepare snacks
3 people
14
Set up tables
3 people
15
Set up chairs
4 people
16
Set up the buffet
2 people
17
Set up the cloakroom
2 people
18
Hang decorations
2 people
19
Connect sound equipment
2 people
20
Test microphones
2 people
21
Prepare song lyrics
2 people
22
Clean the room
3 people

Event

23
Guide arrivals
3 people
24
Register visitors
2 people
25
Hand out song lyrics
2 people
26
Serve drinks
3 people
27
Serve snacks
3 people
28
Refill drinks
2 people
29
Restock the buffet
2 people
30
Operate sound equipment
2 people
31
Lead singalong booklets
2 people
32
Collect song requests
33
Manage the cloakroom
2 people
34
Announce the final round
35
Wave goodbye to visitors
3 people

Aftercare

36
Turn off the sound equipment
2 people
37
Pack leftover food
2 people
38
Wash dishes
3 people
39
Clear tables and chairs
4 people
40
Remove decorations
2 people
41
Collect waste
3 people
42
Clean the room
3 people
43
Collect lost and found items
44
Check materials
2 people
45
Return borrowed items
2 people
46
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat racksqty 2

Tableware

Glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Laptop
Microphone standsqty 2
Music standsqty 4
Extension cordsqty 4
Power stripsqty 4

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Tongs and serving spoonsqty 8
Small bowlsqty 12

Decorations

Tableclothsqty 8
Buntingqty 8
Name badgesqty 80

Lighting

String lightsqty 4

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Set the repertoire before sending invitations, and check every lyric against the music file. Printing the song sheets only after this check prevents a missing verse or wrong version from reaching all the tables.
Use registrations to plan seating, food and drinks rather than relying on invitation estimates. Confirm the final reservations before shopping, especially when dietary requirements affect the buffet.
Complete the sound check while the room is still empty. Connect the mixer, active speakers and laptop, test both wireless microphones, and leave enough time to solve buzzing, low volume or dead batteries.
Set up the room in the order guests will use it: cloakroom, registration point, seating, song-sheet table and buffet. Put song sheets in one clearly marked place so the person guiding arrivals does not have to answer the same question repeatedly.
Prepare drinks and snacks before the first arrival, including chilled drinks and hot-drink equipment. Keep serving trays, tongs and small bowls at the buffet, and place waste bins where guests can reach them without interrupting the singing.

Frequently asked questions

How far in advance should I plan a singalong evening?: Start at least 4 weeks ahead if you need to reserve a venue and collect registrations. Finalise the repertoire and lyric files about 2 weeks before the event, then confirm numbers and dietary requirements during the final week.
How many songs do I need for a singalong evening?: Prepare around 12 to 20 songs for a two-hour evening, allowing time for introductions, drink breaks and slower songs. Print one checked lyric sheet per song and keep a few spare copies at the registration or music table.
When should I test the microphones and speakers?: Connect and test the full sound setup at least 60 minutes before guests arrive. Check each microphone separately, play music from the laptop, and walk around the room to confirm that voices and backing tracks are clear at the back.
How many drinks should I buy for a singalong evening?: For the first hour, allow 2 to 3 drinks per person, then about 1 drink per person for each following hour. Add water and hot drinks, and use the confirmed registration total rather than the number originally invited.

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.