How to organise an evening of singing together

An evening of singing together works best when the music programme, people and room are planned as one sequence. Start by confirming the venue, date, choir leader and musicians, then choose songs and build the programme before invitations go out. Registration gives you the final numbers and dietary requirements needed for shopping and seating. On the day, leave enough time for the sound check, song sheets, drinks, coffee and tea station, and a complete hall and entrance 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 location and date
2
Finalize the reservation
3
Confirm the choir leader
4
Book musicians
5
Select songs
2 people
6
Compile program
2 people
7
Design invitations
8
Send invitations
2 people
9
Open registrations
10
Process registrations
11
Collect dietary requirements
12
Check the equipment and instruments
2 people
13
Layout texts and song sheets
2 people
14
Print song sheets
2 people
15
Check visitor list
16
Check the shopping list
2 people
17
Do the shopping
2 people
18
Sort the song sheets
2 people
19
Set out drinks chilled
2 people
20
Open venue
2 people
21
Check the hall and entrance
2 people
22
Set up chairs
4 people
23
Set up tables for reception
2 people
24
Set up the reception table
2 people
25
Set up the coffee and tea station
3 people
26
Set up the sound system
3 people
27
Set up instruments
3 people
28
Test microphones
2 people
29
Set up lighting
2 people
30
Lay out song sheets
3 people
31
Carry out soundcheck
4 people
32
Brief volunteers
2 people
33
Arrange the evening meal for staff
2 people

Event

34
Open the doors
3 people
35
Welcome visitors
4 people
36
Hand out song sheets
3 people
37
Explain the program
38
Lead the singing
5 people
39
Serve break drinks
4 people
40
Refill drinks
2 people
41
Keep break tables clean
2 people
42
Guide the second singing block
5 people
43
Handle the closing
44
See visitors out
3 people

Aftercare

45
Gather borrowed materials
3 people
46
Dismantle the sound system
3 people
47
Store instruments safely
3 people
48
Collect tableware
3 people
49
Wash dishes
3 people
50
Clean coffee station
2 people
51
Collect waste
2 people
52
Clean the room
4 people
53
Put chairs and tables back
4 people
54
Lock up the venue
2 people
55
Inventory the remaining materials
2 people
56
Return borrowed materials
2 people
57
Clear away leftover drinks
2 people

What to bring

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

Furniture

Chairsqty 100
Tablesqty 8
Stoolsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 100
Teaspoonsqty 100
Cake platesqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coffee filtersqty 2
Serving plattersqty 8
Serving tongsqty 4
Corkscrewsqty 2

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Portable piano
Music standsqty 6
Batteriesqty 16

Lighting

Standing lampsqty 4
String lightsqty 3

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Entrance sign
Program standsqty 3

Catering

Song sheetsqty 120
Name badgesqty 100
Napkinsqty 200
Coffee spoonsqty 100
Groceries

Cleaning

Waste binsqty 6
Broomqty 2
Vacuum cleaner
Mop setsqty 2
Cleaning glovesqty 4
Microfiber clothsqty 12

Tips

Confirm the choir leader and musicians before selecting the final songs. Allow at least 2 weeks to assemble the programme, lay out the texts and print the song sheets.
Open registration as soon as invitations are sent and close it several days before the event. Use the final visitor list to check numbers, dietary requirements and seating.
Check the full sound setup before guests arrive: microphones, mixer, speakers, stands, audio cables, extension cords and power strips. Test the portable piano and batteries at the same time.
Open the venue at least 2 hours before the start. Check the hall and entrance, arrange chairs and tables, and set up the reception table before preparing chilled drinks.
Prepare coffee and tea for the expected group rather than guessing at the last minute. Set out cups, glasses, teaspoons, cake plates, thermos flasks, serving platters and serving tongs together so the station can be used immediately.

Frequently asked questions

How far in advance should I organise an evening of singing together?: Confirm the venue, date, choir leader and musicians at least 6 to 8 weeks ahead. Send invitations once the programme and registration process are ready, leaving several days before the event to process registrations and shop.
When should I choose the songs and print the song sheets?: Choose the songs after the choir leader and musicians are confirmed, ideally 3 to 4 weeks before the evening. Finish the programme and print the song sheets only after registrations and any final text changes have been checked.
How early should I set up the room for a singing evening?: Plan to open the venue at least 2 hours before guests arrive. This gives you time to arrange chairs and tables, set up the reception and coffee stations, check the entrance, and test every microphone and speaker.
How do I plan refreshments for an evening of singing together?: Use the final visitor list to calculate drinks, coffee, tea and cake portions, and collect dietary requirements before shopping. Put chilled drinks out shortly before doors open, while the coffee and tea station can be prepared during the room setup.

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