How to organise a storytelling evening

A storytelling evening works best when the programme, room and refreshments are planned as one experience. Start by confirming the venue and storytellers, then build a timed programme before sending invitations. Allow time for registrations and dietary requirements, and test every microphone and speaker before guests arrive. On the day, create a calm reception area, comfortable seating and lighting that lets people focus on the speaker without making the room difficult to navigate.

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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
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Confirm storytellers
6
Compile program
2 people
7
Make reservations
8
Test the equipment
2 people
9
Work out the layout
2 people
10
Check the shopping list
11
Do the shopping
2 people
12
Check fresh produce
13
Prepare snacks
3 people
14
Print stories and times
15
Collect materials
2 people

Event

16
Open venue
2 people
17
Set up tables
3 people
18
Set up chairs
3 people
19
Set up the reception area
2 people
20
Set up sound system
2 people
21
Set up lighting
2 people
22
Hang decorations
2 people
23
Chill drinks
2 people
24
Display snacks
2 people
25
Set out tea and coffee
2 people
26
Set up the registration table
27
Welcome the storytellers
2 people
28
Welcome guests
3 people
29
Explain the program
30
Guide the stories
2 people
31
Serve snacks
3 people
32
Refill drinks
2 people
33
Announce break
34
Say goodbye and ask for feedback
2 people

Aftercare

35
Store leftovers safely
2 people
36
Switch off equipment
2 people
37
Wash dishes
3 people
38
Collect waste
2 people
39
Clean the room
3 people
40
Put furniture back
3 people
41
Return materials
2 people

What to bring

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

Furniture

Chairsqty 55
Tablesqty 8
Reception desk
Speaker table
Stoolsqty 4

Tableware

Dinner platesqty 60
Pastry platesqty 60
Glassesqty 70
Coffee cupsqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3

Equipment

Wireless microphonesqty 2
Active speakersqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

Atmosphere lightsqty 8
Light Stripsqty 3

Decorations

Tableclothsqty 8
Name badgesqty 60
Program standsqty 6
Decorative vasesqty 6

Cleaning

Waste binsqty 4
Broom setsqty 2
Mopsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the programme before opening registration. Include each storyteller’s name, story title and estimated length, then add 5–10 minutes between performances for introductions, applause and microphone changes.
Confirm storytellers at least 2 weeks before the evening and keep a backup running order. A late cancellation is much easier to handle when you can shorten breaks or move another speaker forward.
Test the full sound system 60–90 minutes before doors open. Check both wireless microphones, speaker placement, microphone stands, extension cords and power strips from the position where each storyteller will stand.
Plan the room around sightlines, not just capacity. Leave a clear route from the reception desk to the seating, keep the speaker table unobstructed and place stools or chairs where storytellers can wait without distracting the audience.
Prepare refreshments in two stages: chill drinks and set out plates, glasses and serving utensils before arrival, but check fresh produce and prepare snacks close to serving time. Put tea, coffee and water where they will not interrupt the storytelling.

Frequently asked questions

How far in advance should I plan a storytelling evening?: Start planning 4–6 weeks ahead. Confirm the venue and storytellers first, then send invitations once the programme and registration process are clear.
How long should a storytelling evening last?: Allow 90 minutes to 2 hours for the main programme, including one short break. Plan roughly 10–15 minutes per storyteller, with 5–10 minutes between speakers for transitions.
When should I test the microphones and speakers?: Complete the sound check 60–90 minutes before guests arrive, using the same microphones, stands and speaker positions planned for the event. Test speaking volume from every storytelling position.
How much food and drink do I need for a storytelling evening?: For a light reception, plan about 2–3 small snack portions and 2 drinks per guest for the first hour, plus tea or coffee. Confirm dietary requirements at registration and buy fresh items no more than 1–2 days before the event.

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