How to organize a singer-songwriter night

Start with the venue, artist bookings and a realistic running order. A singer-songwriter night depends on more than chairs and microphones: collect each performer’s technical needs early, plan changeovers, and test the sound before guests arrive. Keep registration and dietary information in one place, then work backwards from the doors-open time for room setup, refreshments and the artist reception. This approach prevents the most common delays, especially missing cables, unclear stage layouts and rushed sound checks.

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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
Reserve venue
2
Book artists
3
Compile program
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Confirm artist information
8
Reserve audio equipment
9
Gather technical requirements
10
Create the room layout
11
Check the shopping list
12
Do the shopping
2 people
13
Prepare artist reception
14
Print the program
15
Chill drinks
2 people
16
Prepare snacks
3 people
17
Clean the room
2 people
18
Set up tables
3 people
19
Set up chairs
3 people
20
Set up the cloakroom
2 people
21
Set up stage area
3 people
22
Connect the sound system
2 people
23
Test microphones
2 people
24
Set up the lighting
2 people
25
Briefly rehearse performances
3 people
26
Set up reception desk
2 people

Event

27
Welcome performers
2 people
28
Welcome visitors
3 people
29
Explain the program
30
Announce performances
31
Provide technical support for performances
2 people
32
Serve snacks
3 people
33
Serve drinks
2 people
34
Refill drinks
2 people
35
Collect tableware
2 people
36
Wave goodbye to visitors
2 people

Aftercare

37
Turn off the sound system
2 people
38
Dismantle equipment
3 people
39
Clear tables and chairs
3 people
40
Wash dishes
2 people
41
Collect waste
2 people
42
Clean the room
3 people
43
Collect lost and found items
44
Return equipment
2 people
45
Clear away leftover stock
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Bar stoolsqty 4
Coat racksqty 2
Changing room chairsqty 6

Tableware

Glassesqty 80
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70
Serving traysqty 8

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Monitor speaker
Instrument standsqty 4
Music standsqty 4
Audio cablesqty 12
XLR cablesqty 8
Extension cordsqty 6
Power stripsqty 6

Lighting

LED stage lightsqty 4
Atmosphere lightsqty 8

Catering

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 4
Napkin holdersqty 8
Groceries

Decorations

Tableclothsqty 8
Stage backdrop
Name badgesqty 10

Cleaning

Bucketsqty 2
Mopsqty 2
Spongesqty 6
Hand broomsqty 2
Dustpan and brushqty 2

Tips

Book the venue and artists before publishing the program. Allow at least four weeks to confirm availability, performance times and each artist’s technical requirements.
Ask every artist for input needs, microphone preferences and instrument details at least 10 days before the event. Use this information to prepare DI boxes, microphone stands, instrument stands and the right cables.
Plan the running order with changeovers included. For four performers, allow roughly 10 minutes between acts unless the stage setup stays unchanged, and print the final program for the room.
Complete the room and sound setup at least two hours before doors open. Test every microphone, active speaker, monitor, mixer channel, power strip and extension cord with the instruments actually being used.
Prepare drinks, snacks and the artist reception before guests arrive. Chill drinks several hours ahead, set out glasses and serving trays, and keep dietary requirements with the catering setup rather than relying on memory.

Frequently asked questions

How far in advance should I book a singer-songwriter night?: Start booking the venue and artists at least 6 to 8 weeks ahead. Aim to have the program and invitations ready 3 to 4 weeks before the event so guests have time to register.
How long does a singer-songwriter sound check take?: Allow 60 to 90 minutes for a night with several performers, including microphone and instrument checks. Add extra time when artists use different instruments or need separate monitor mixes.
How many chairs do I need for a singer-songwriter night?: Set out one chair for each registered guest, then prepare 5 to 10% extra if the room allows. Keep several chairs or bar stools available for performers, hosts and anyone helping with the stage area.
When should I prepare drinks and snacks for the event?: Buy non-perishable snacks and drinks 1 to 2 days beforehand, then chill the drinks at least 4 hours before doors open. Put out plates, glasses, napkins and serving trays during the final 30 minutes of setup.

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