How to organize a storytelling afternoon

A storytelling afternoon works best when the programme, speakers and room setup are decided in that order. Start by fixing the date and timing, then confirm storytellers and guides before inviting people. Keep registration open long enough to collect dietary requirements and send the final programme in advance. On the day, allow time to test the microphone and speaker, prepare the story corner, and set up a separate area for children’s activities.

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
Set the date and program
2 people
2
Contact storytellers and guides
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Send program to attendees
7
Select stories and books
2 people
8
Check reservations
9
Check the shopping list
2 people
10
Do the shopping
2 people
11
Prepare the story corner
2 people
12
Set up children’s activities
2 people
13
Chill drinks

Event

14
Open venue
2 people
15
Set up tables and chairs
3 people
16
Hang up decorations
2 people
17
Test sound equipment
2 people
18
Set up the buffet and drinks station
2 people
19
Set up the registration table
20
Receive participants
3 people
21
Explain the program
22
Guide the first storytelling round
2 people
23
Serve drinks and fruit
2 people
24
Guide children's stories
3 people
25
Keep the break area tidy
26
Lead the evening storytelling
2 people
27
Serve soup and bread
3 people
28
Refill drinks
29
Guide the final storytelling round
2 people
30
See participants off
2 people

Aftercare

31
Collect tableware
2 people
32
Collect waste
2 people
33
Wash dishes
2 people
34
Clean the venue
3 people
35
Put furniture back
3 people
36
Remove decorations
2 people
37
Clear away equipment
2 people
38
Return borrowed items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Stoolsqty 6

Tableware

Glassesqty 50
Mugsqty 45
Platesqty 50
Cutlery setsqty 50

Decorations

Tableclothsqty 6
Buntingqty 8
LED candlesqty 20
Name stickersqty 50

Equipment

Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
Timer

Kitchen

Kettleqty 2
Thermos flasksqty 4
Soup bowlsqty 45
Serving spoonsqty 3
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Washing-up basinsqty 4
Cleaning bucketsqty 2

Lighting

String lightsqty 3

Children's activities

Picture booksqty 25
Story cardsqty 40
Colored pencilsqty 40
Coloring booksqty 20
Cushionsqty 20
Carpetsqty 3

Catering

Groceries

Tips

Set the programme before sending invitations. Allow at least 15 minutes for arrival and registration, then schedule each storytelling round with a clear start and finish time.
Confirm storytellers and guides before publishing the invitation. Send them the running order, expected audience size and any equipment needs at least 7 days ahead.
Close registrations 3 to 5 days before the event. Use the final list to check dietary requirements, prepare name stickers and estimate glasses, mugs and plates.
Prepare the story corner before setting up decorations. Test the portable speaker and microphone from the seating area, and keep extension cords and power strips where nobody will trip over them.
Build the break into the programme rather than improvising it. Chill drinks beforehand, fill thermos flasks before guests arrive, and keep fruit and the children’s activities ready before the first story begins.

Frequently asked questions

How far in advance should I plan a storytelling afternoon?: Start 4 to 6 weeks ahead if you need outside storytellers or guides. Confirm the programme and invitations early, then finish registrations 3 to 5 days before the event.
How long should a storytelling afternoon last?: Plan for about 2 to 3 hours, including a 15-minute arrival period and a 15-minute break. Keep individual storytelling rounds to roughly 20 to 30 minutes so children and adults can stay engaged.
When should I send the programme to attendees?: Send the programme 3 to 5 days before the afternoon, after registrations close. Include the arrival time, break time, children’s activities and any practical information about food or drinks.
What should I test before a storytelling event?: Test the microphone and portable speaker at least 60 minutes before participants arrive. Check the sound from the back of the seating area, and make sure extension cords and power strips are safely positioned.

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.