How to organise a storytelling evening

A storytelling evening works best when the programme, performers and room setup are fixed in that order. Start by deciding the date and running time, then confirm the storytellers before opening registration. The practical work comes later: collect dietary requirements, prepare the visitor list and badges, test the sound system, and create a quiet story corner. On the day, leave enough time to arrange chairs, tables, lighting, drinks and refreshments before guests arrive.

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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
Contact storytellers
2 people
3
Confirm storytellers
2 people
4
Reserve venue
5
Check technical requirements
2 people
6
Create a registration form
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Send reminder
11
Print the visitor list
12
Prepare name badges
2 people
13
Print programs
14
Check the shopping list
2 people
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Prepare snacks
3 people
18
Sort tableware
2 people
19
Charge equipment
20
Inform storytellers

Event

21
Open venue
2 people
22
Check rooms
2 people
23
Set up chairs
3 people
24
Set up tables
2 people
25
Set up the story corner
2 people
26
Hang up decorations
2 people
27
Set up lighting
2 people
28
Connect sound equipment
2 people
29
Test microphones
2 people
30
Set up the presentation table
2 people
31
Set up catering
3 people
32
Mark allergens
33
Set up the information table
2 people
34
Hold team briefing
5 people
35
Welcome the storytellers
2 people
36
Staff the entrance
2 people
37
Register visitors
2 people
38
Welcome visitors
2 people
39
Explain the program
40
Announce stories
41
Keep track of the time between stories
42
Refill drinks
2 people
43
Serve snacks
2 people
44
Collect tableware
2 people
45
Guide visitors out
2 people
46
See off the storytellers
47
Turn off the sound equipment
2 people

Aftercare

48
Take down the decorations
2 people
49
Put furniture back
3 people
50
Collect waste
2 people
51
Wash dishes
3 people
52
Clean the kitchen
2 people
53
Clean the room
3 people
54
Collect lost and found items
55
Store leftover stock
2 people
56
Return equipment
2 people
57
Dispose of waste
2 people
58
Send thank-you message
59
Archive photos securely

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Stoolsqty 4
Coat racksqty 2
Tableclothsqty 8

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Audio cablesqty 4
Extension cordsqty 3
Power stripsqty 4

Lighting

Standing lampsqty 4
Mood lightingqty 4
Spare bulbsqty 6

Tableware

Coffee cupsqty 70
Glassesqty 80
Platesqty 80
Forksqty 80
Teaspoonsqty 80
Serving traysqty 8
Pouring jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 2

Decorations

Cotton clothsqty 6
Table lanternsqty 8
Program standsqty 4
Name badgesqty 80
Paper tapeqty 4
Scissorsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Litter pickersqty 2

Catering

Groceries

Tips

Confirm each storyteller before sending invitations, including their time slot, technical needs and arrival time. Keep the final programme in one place so changes do not get lost.
Open registration only after the venue capacity and programme are clear. Collect dietary requirements on the form, then send a reminder several days before the evening and print the visitor list before setup.
Test the active speakers, wireless microphones, mixer, cables and power supply while the room is still empty. Charge equipment in advance and keep extension cords and spare bulbs available rather than solving technical problems during the first story.
Set up the story corner before arranging the audience seating around it. Check that every guest can see the storyteller, that microphone stands do not block sightlines, and that coat racks and tables do not narrow the entrance.
Prepare drinks and snacks before doors open, not during the first break. Chill drinks, fill thermos flasks, sort cups, glasses, plates and serving trays, and place name badges and printed programmes where guests naturally enter.

Frequently asked questions

How long should a storytelling evening last?: Plan around 2 to 3 hours, including a short break. Allow roughly 15 to 25 minutes per storyteller, depending on the number of performers, and put the running order on the printed programme.
When should I confirm storytellers for a storytelling evening?: Confirm them before sending invitations or opening registration, ideally at least 3 to 4 weeks ahead. Reconfirm the running order, arrival time and microphone or speaker requirements a few days before the event.
How many chairs do I need for a storytelling evening?: Prepare one chair for every registered guest, plus 2 to 4 spare chairs if the room allows. Set out the final layout after registration closes, using the printed visitor list to estimate attendance and avoid unnecessary gaps.
When should I send a reminder for a storytelling evening?: Send the reminder 3 to 5 days before the event. Include the start time, venue details, programme length, registration information and any practical note about dietary requirements or arrival.

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.