How to organize a Poets' Evening

A Poets' Evening works best when the programme, performers and room setup are settled in that order. Start by confirming the date and venue, then invite poets and collect registrations before assigning speaking times. In the final week, check dietary requirements, reservations, equipment and shopping. On the day, allow time to ventilate the room, arrange the reading area, test every microphone and prepare coffee, tea and snacks before guests arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2
Invite poets
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Compile program
2 people
7
Confirm poets and speaking times
8
Make reservations
9
Test the equipment
2 people
10
Check the shopping list
11
Do the shopping
2 people
12
Print poet information
13
Chill drinks
2 people
14
Open venue
2 people
15
Ventilate room
16
Set up tables
3 people
17
Set up chairs
3 people
18
Set up a reading area
2 people
19
Connect the sound system
2 people
20
Test microphone
2 people
21
Hang up decorations
2 people
22
Place program and signs
23
Set out coffee and tea
2 people
24
Set out snacks
2 people

Event

25
Staff the reception desk
2 people
26
Welcome visitors
2 people
27
Explain the program
28
Announce the poets
29
Operate the microphone
30
Serve break drinks
3 people
31
Refill drinks
2 people
32
Serve snacks
2 people
33
Wave goodbye to visitors
2 people

Aftercare

34
Turn off the sound system
2 people
35
Wash dishes
3 people
36
Collect waste
2 people
37
Clear tables and chairs
4 people
38
Clean the room
3 people
39
Return materials
2 people
40
Handle lost and found

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Speaker table
Coat rackqty 2

Tableware

Coffee cupsqty 70
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8

Equipment

Active speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Audio cablesqty 6
Power stripsqty 4

Lighting

Standing lampsqty 4
String lightsqty 4

Decorations

Tableclothsqty 8
Candle holdersqty 10
LED candlesqty 20
Poetry postersqty 12
Name badgesqty 20

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Scissorsqty 2
Tapeqty 4

Cleaning

Trash binsqty 4
Vacuum cleaner

Catering

Groceries

Tips

Build the programme only after poets have confirmed their availability. Give each poet a specific speaking time, then print the final programme and poet information rather than relying on last-minute changes.
Test the complete sound system at least once before the event, including active speakers, microphones, stands, mixer, cables and power strips. Test the microphone from the reading area, not just beside the equipment table.
Do the shopping after checking registrations and dietary requirements. Prepare coffee cups, glasses, plates, cutlery and serving platters together so refreshments do not depend on a forgotten small item.
Open and ventilate the venue before setting out chairs and tables. Arrange the reading area, speaker table and reception desk first; decorations and signs can be added after the practical layout works.
Keep the final hour for setup rather than errands. Chill drinks, fill thermos flasks, place the programme and signs, and check the reception desk before the first guest arrives.

Frequently asked questions

How far in advance should I invite poets for a Poets' Evening?: Invite poets at least 4 to 6 weeks before the event so they can confirm availability and speaking times. Send guest invitations once the programme has enough confirmed contributors to describe the evening accurately.
When should I confirm the programme for a Poets' Evening?: Aim to confirm the programme 7 to 10 days beforehand. That leaves time to print poet information, prepare signs and tell speakers their exact reading times.
How early should I test the microphone and speakers?: Run a full sound check at least 1 day before the event, then test the microphone again 60 to 90 minutes before doors open. Check every cable, stand and speaker from the reading area.
How much time do I need to set up a Poets' Evening?: Allow 2 to 3 hours for setup, including ventilation, furniture, the reading area, sound equipment, refreshments and reception. Finish the technical test before guests arrive, not during registration.

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.