How to organise a storytelling evening

A storytelling evening works best when the programme, speakers and room setup are settled in that order. Start by confirming the venue and reservations, then collect each storyteller’s topic and running time before you invite the audience. Registration and dietary information affect seating and refreshments, while sound and lighting need testing before guests arrive. This guide focuses on the details that are often left too late, from speaker arrivals to the final microphone check.

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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 venue
2
Make reservations
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Compile program
2 people
7
Confirm storytellers
8
Collect stories and times
9
Send audience information
10
Check materials
2 people
11
Check the shopping list
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Prepare snacks
3 people
15
Open venue
2 people
16
Check the venue
2 people
17
Set up tables
3 people
18
Set out chairs
3 people
19
Set up the speaking area
2 people
20
Test sound equipment
2 people
21
Set up lighting
2 people
22
Hang decorations
2 people
23
Set up the buffet
3 people
24
Set up registration desk
2 people

Event

25
Welcome the storytellers
2 people
26
Register visitors
3 people
27
Serve coffee and tea
2 people
28
Announce the opening story
29
Guide storytelling blocks
2 people
30
Serve snacks
2 people
31
Refill drinks
2 people
32
Announce break
33
Restock the buffet
2 people
34
Pass around the microphone
35
Announce the final story
36
Handle the closing
37
See visitors out
2 people

Aftercare

38
Clear away food scraps
2 people
39
Wash dishes
3 people
40
Collect waste
2 people
41
Clear tables and chairs
3 people
42
Switch off equipment
2 people
43
Clean the room
3 people
44
Pack up materials
2 people
45
Lock up the venue
46
Return borrowed items
2 people
47
Keep lost and found items
48
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
Lectern
Coat racksqty 2
Stoolsqty 4

Tableware

Coffee cupsqty 60
Tea glassesqty 60
Water glassesqty 60
Platesqty 60
Pastry forksqty 60
Teaspoonsqty 60
Serving utensilsqty 8
Coffee potsqty 3
Teapotsqty 3
Serving plattersqty 8
Thermos flasksqty 4

Equipment

Wireless microphone
Portable speaker
Microphone stand
Extension cordsqty 3
Power stripsqty 3
Rechargeable batteriesqty 6

Lighting

Standing lampsqty 4
Mood lightingqty 4

Decorations

Tableclothsqty 6
Name badgesqty 60
Pensqty 12
Program flyersqty 70
Menusqty 6
Bouquet vasesqty 6
Table signsqty 6

Kitchen

Water jugsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 3
Serving tongsqty 4
Coolersqty 3
Cutting traysqty 4

Cleaning

Washing-up basinsqty 4
Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brush
Waste binsqty 4

Catering

Groceries

Tips

Set the running order only after you have each story and its expected length. Leave a short changeover between storytellers so one late speaker does not push the whole evening behind schedule.
Ask for dietary requirements when people register, not during the week of the event. Use the final registration count to plan snacks, plates and serving utensils, and keep the information with the buffet setup.
Give storytellers a firm arrival time before sending audience information. Welcome them at the venue, show them the speaking area and confirm who starts, where to stand and how the wireless microphone works.
Test the microphone, portable speaker, microphone stand, extension cords and power strips before the room is full. Keep rechargeable batteries available, and check that the speaking area can be heard from the back row.
Open the venue early enough to complete the room check before registration begins. Set out chairs, tables, coat racks and the registration desk first; then finish lighting, decorations, programme flyers and refreshments without blocking guest access.

Frequently asked questions

How far in advance should I organise a storytelling evening?: Confirm the venue and main storytellers at least 6 to 8 weeks ahead. Send invitations once the programme has enough confirmed names to show the audience what the evening will contain.
How long should a storytelling evening last?: Allow about 90 minutes to 2 hours for the programme, depending on the number of storytellers and story lengths. Add a 15-minute arrival and registration period, plus a short interval if the evening exceeds 90 minutes.
When should I collect dietary requirements for a storytelling evening?: Ask for dietary requirements during registration and set a final deadline 7 days before the event. Use the final number to prepare snacks and arrange suitable drinks, plates and serving utensils.
How early should storytellers arrive?: Ask storytellers to arrive 30 to 45 minutes before the audience. This gives you time to welcome them, confirm the running order, test the microphone and explain the speaking area.

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