How to organise a singer-songwriter night

A singer-songwriter night works best when the programme, room and sound setup are planned as one process. Start by booking the artists and venue, then build a running order that leaves time for changeovers and a proper soundcheck. Guest registrations and dietary requirements should be closed before you shop for drinks, snacks and serving supplies. On the day, open and ventilate the room first, set up the stage and seating, then welcome performers before visitors arrive.

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
Book artists
2
Reserve venue
3
Compile program
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Share performer information
8
Test the equipment
2 people
9
Confirm reservations
10
Check the shopping list
11
Do the shopping
2 people
12
Chill drinks
2 people
13
Prepare snacks
3 people
14
Open venue
2 people
15
Ventilate room
16
Set up tables
3 people
17
Set up chairs
3 people
18
Set up the stage area
2 people
19
Connect sound equipment
2 people
20
Hang lighting
2 people
21
Hang up decorations
2 people
22
Set up catering
3 people

Event

23
Welcome performers
2 people
24
Guide the soundcheck
2 people
25
Welcome visitors
3 people
26
Announce the program
27
Guide the performances
2 people
28
Serve snacks
3 people
29
Refill drinks
2 people
30
Artist support
31
Say goodbye to visitors
2 people

Aftercare

32
Turn off the sound equipment
2 people
33
Wash dishes
3 people
34
Collect waste
2 people
35
Clean the room
3 people
36
Put furniture back
3 people
37
Return equipment
2 people
38
Clear away decorations
2 people
39
Collect lost and found items

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Bar stoolsqty 4
Clothes racksqty 2
Tableclothsqty 8

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 3
XLR cablesqty 6
Instrument cablesqty 6
Extension cordsqty 6
Power stripsqty 4
Guitar stoolsqty 3
Music standsqty 3
Spare batteriesqty 12

Lighting

LED spotlightsqty 4
Mood lightingqty 4
Cable traysqty 8

Tableware

Water glassesqty 80
Wine glassesqty 60
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Scissorsqty 2
Cutting boardsqty 3
Bread knivesqty 2
Pliersqty 4

Decorations

Stage carpet
Menusqty 8
Artist signsqty 3

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Broomqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Book the artists and venue before announcing the night. Once both are confirmed, compile the programme and share performer information early so each artist knows their slot, arrival time and equipment needs.
Build the programme around realistic changeovers, not just performance length. Leave a few minutes between acts for microphones, DI boxes, instrument cables and music stands to be moved safely.
Test the full sound system before the event day if possible, including the mixer, active speakers, microphones, XLR cables and extension cords. Keep spare batteries available and use cable trays where guests may walk.
Close registrations before checking the shopping list. Count registered guests, collect dietary requirements, then buy and chill drinks and prepare snacks; this prevents last-minute changes to catering and tableware.
Set up the room in a fixed order: ventilate, place tables and chairs, prepare the stage area, connect sound equipment, hang lighting, then arrange catering. Guide the soundcheck before opening doors and welcome performers separately from visitors.

Frequently asked questions

How far in advance should I book artists for a singer-songwriter night?: Aim to book the artists and venue at least 6 to 8 weeks before the event. This gives you time to compile the programme, send invitations and confirm each performer’s technical needs.
How much time should I allow for a singer-songwriter soundcheck?: Allow at least 60 to 90 minutes for a multi-artist evening, including microphone checks and changeovers. Ask performers to arrive before guests so the soundcheck does not delay the start.
When should I send invitations and close registrations?: Send invitations 3 to 4 weeks before the night and set a registration deadline about 7 days beforehand. Use the final guest count to check seating, drinks, snacks and dietary requirements.
What equipment do I need for a small singer-songwriter night?: Plan for active speakers, a mixer, microphones, microphone stands, DI boxes, XLR and instrument cables, power strips and extension cords. Keep at least one spare microphone cable and spare batteries available on the day.

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.