How to organise a song night without last-minute chaos

A song night works best when the programme, performers and audience materials are settled before you start setting up the room. Begin by collecting registrations, dietary requirements, songs and lyrics; then confirm the running order and technical needs. On the day, allow time to check the venue, clear the stage, test microphones and prepare the presentation laptop. Food, drinks and printed lyrics should be ready before guests arrive, so the host can focus on keeping the evening moving.

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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
Process registrations
3
Collect dietary requirements
4
Compile program
2 people
5
Confirm performances
6
Collect songs and lyrics
2 people
7
Print song lyrics
2 people
8
Make reservations
9
Check the shopping list
2 people
10
Do the shopping
2 people
11
Chill drinks
2 people
12
Test equipment
2 people
13
Prepare presentation laptop
14
Check the venue
2 people
15
Set up tables
3 people
16
Set up chairs
3 people
17
Set up the cloakroom
18
Clear the stage area
2 people
19
Set up the sound system
3 people
20
Connect microphones
2 people
21
Hang up lights and décor
3 people
22
Set up buffet and bar
3 people
23
Set out dishes and glasses
2 people
24
Prepare snacks
3 people
25
Hand out song lyrics
2 people
26
Perform sound check
3 people

Event

27
Welcome guests
3 people
28
Explain the program
29
Guide the performances
2 people
30
Run music and lyrics
2 people
31
Serve snacks
3 people
32
Refill drinks
2 people
33
Provide coffee and tea
2 people
34
Announce break
35
Announce the final song
36
See off guests
3 people

Aftercare

37
Collect tableware
3 people
38
Take down the sound system
3 people
39
Collect waste
2 people
40
Clean the venue
4 people
41
Return materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2
Bar stoolsqty 4

Equipment

Active speakersqty 2
Audio mixer
Wireless microphonesqty 3
Microphone standsqty 3
Presentation laptop
Projector
Projector screen
Extension cordsqty 6
Power stripsqty 4

Lighting

LED spotlightsqty 4
Mood lightingqty 4

Tableware

Drinking glassesqty 70
Wine glassesqty 50
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Small bowlsqty 12
Serving spoonsqty 6
Coolersqty 3
Cutting boardsqty 3
Chef's knivesqty 3
Serving tongsqty 6
Dishpanqty 2

Decorations

Tableclothsqty 8
Table décorqty 12
Announcement board
Text sleevesqty 60

Catering

Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Stationery

Name stickersqty 70
Pensqty 20
Tapeqty 4
Scissorsqty 3

Tips

Set a firm deadline for song submissions and performer confirmations, ideally 7–10 days before the event. This gives you time to compile the programme, format the lyrics and print enough copies.
Test the full sound setup before guests arrive, not just the speakers. Check both wireless microphones, microphone stands, the audio mixer, presentation laptop, projector and every extension cord at least 60 minutes before the start.
Plan the room around the performance area first. Leave a clear stage space, seat the audience so everyone can see the projector screen, and keep coat racks and bar stools away from cables and entrances.
Prepare printed lyrics for every registered guest plus 10 extra copies. Put them on seats or hand them out at the door, and keep text sleeves or spare pages available for songs added to the programme.
Finish the buffet and bar setup before the first performance. Chill drinks several hours ahead, place glasses, plates and serving utensils out together, and keep coffee machines, kettles and thermos flasks in a separate service area to reduce queues.

Frequently asked questions

How far in advance should I plan a song night?: Start 3–4 weeks before the event. Send invitations early, set a song-submission deadline 7–10 days before the night, and use the final week to confirm performers, dietary requirements, lyrics and equipment.
How many printed song lyrics do I need?: Print one copy per registered guest, plus around 10 extra copies for late additions, damaged pages or unexpected guests. Print the final version no later than the day before the event so there is time to check every song.
How early should I arrive to set up a song night?: Allow at least 2 hours for a room with tables, chairs, buffet, lighting, projector and sound equipment. Reserve the final 60 minutes for testing microphones, speakers, presentation slides and the performance area.
How many drinks should I buy for a song night?: For the first hour, plan on 2–3 drinks per person, then roughly 1 drink per person per hour. Add water and non-alcoholic options, and chill the drinks several hours before guests arrive.

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