How to organise a singing evening

A singing evening runs smoothly when the musical programme, guest registrations and room setup are planned in that order. Start by confirming the date, venue, musicians and conductor, then select songs and open registration. Before the event, check lyrics, prepare music parts and test every microphone and speaker. The final day is mainly about seating, refreshments, a clear stage area and making sure guests know where to go.

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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
Set the date and program
2 people
2
Reserve the venue and hall
3
Confirm the musicians and conductor
2 people
4
Select songs
3 people
5
Draft invitations
2 people
6
Send invitations
2 people
7
Open registrations
8
Process registrations
9
Collect dietary requirements
10
Assign volunteers
2 people
11
Finalize the program
3 people
12
Check lyrics
2 people
13
Print song lyrics
2 people
14
Lay out the sheet music
2 people
15
Test the equipment
2 people
16
Order catering and drinks
17
Create final participant list
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Prepare snacks
3 people
21
Open hall
2 people
22
Check the Venue
2 people
23
Set up chairs
4 people
24
Set up tables
3 people
25
Clear the stage area
3 people
26
Connect sound
2 people
27
Set up microphones
2 people
28
Set up music stands
2 people
29
Set up lighting
2 people
30
Prepare the lyrics
2 people
31
Set up the entrance and signage
2 people
32
Set up the coffee and tea station
3 people
33
Arrange snacks on platters
2 people
34
Set up the registration table
2 people
35
Brief the welcome team
2 people

Event

36
Welcome singers and musicians
2 people
37
Welcome visitors
3 people
38
Check off registrations
2 people
39
Distribute program
2 people
40
Perform sound check
2 people
41
Open the singing evening
42
Accompany the songs
5 people
43
Serve coffee and tea
3 people
44
Serve snacks
3 people
45
Refill drinks
2 people
46
Clear away break tables
2 people
47
Guide the second singing block
5 people
48
Collect song requests
49
Swap microphones
2 people
50
Support the third singing block
5 people
51
Give thanks
52
Wave goodbye to visitors
3 people
53
Collect lost and found items

Aftercare

54
Turn off the sound
2 people
55
Disconnect equipment
2 people
56
Collect tableware
3 people
57
Collect waste
3 people
58
Wash dishes
3 people
59
Clear tables and chairs
4 people
60
Remove decorations
2 people
61
Clean the room
4 people
62
Check toilets
2 people
63
Put stock back
2 people
64
Lock up the venue
2 people
65
Return equipment
2 people
66
Store leftover materials
2 people
67
Send thank-you message

What to bring

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

Furniture

Chairsqty 100
Tablesqty 10
Tableclothsqty 10
Coat racksqty 3

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 100
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Milk jugsqty 4
Sugar bowlsqty 4
Coolersqty 4

Equipment

Wireless microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Music standsqty 8
Musical instrumentsqty 4
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 6

Lighting

Standing lampsqty 4

Decorations

Flower arrangementsqty 6
Table décorqty 10
Welcome sign
Program standsqty 4

Office

Program leafletsqty 110
Songbooksqty 100
Sign-up listsqty 4
Name stickersqty 100
Pensqty 20
Tapeqty 4
Scissorsqty 4
Directional signsqty 8

Cleaning

Waste binsqty 8
Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the musicians and conductor before sending invitations. Their availability determines the programme, rehearsal needs and the equipment you must prepare.
Open registration only after you know the programme and venue capacity. Keep one final list with dietary requirements so catering is ordered for the right number of people.
Check every song lyric and print the required copies at least 3 days before the evening. Prepare music parts and place them on music stands before guests arrive.
Test the microphones, mixer, speakers and cables in the actual room at least 2 hours before starting. Secure extension cords with cable mats so nobody trips near the stage or seating.
Allow 60–90 minutes for opening the hall and setting up chairs, tables, drinks and snacks. Cool drinks before guests arrive, and leave a clear route between the entrance, refreshments and stage.

Frequently asked questions

How far in advance should I plan a singing evening?: Start planning 8–12 weeks ahead. Book the venue and confirm the musicians first, then allow at least 3 weeks for invitations and registrations.
How many songs should a singing evening include?: Plan around 10–15 songs for a two-hour evening, including short breaks. Finalise the programme at least 2 weeks beforehand so lyrics and music parts can be checked and printed.
When should I test the sound equipment?: Test the full sound system on the event day at least 2 hours before guests arrive. Check both wireless microphones, microphone stands, speakers, mixer settings and cable placement in the room.
How much time is needed to set up the venue?: Reserve 60–90 minutes for setup, plus another 15–20 minutes for a final check. Set out chairs and tables, clear the stage area, prepare refreshments and confirm the final participant list before opening the doors.

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.