How to organize a storytime performance

A storytime performance needs more than a reader and a good book. Start by confirming the performer, venue, audience size, and registration process, then lock down the reading text and copyright before printing anything. In the final week, prepare the visitor list, books, equipment, seating, lighting, and refreshments in that order. Most problems happen when sound, room layout, dietary requirements, or arrival instructions are left until the last day.

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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 the performance and venue
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Select the reading text
6
Check copyright
7
Print the program
8
Print the visitor list
9
Check reservations
10
Check the shopping list
11
Do the shopping
2 people
12
Prepare books and texts
13
Test the equipment
2 people
14
Open venue
2 people
15
Ventilate room
16
Set up chairs
3 people
17
Set up the reading table
2 people
18
Hang up decorations
2 people
19
Set up the lighting
2 people
20
Test sound level
2 people
21
Prepare coffee and tea
2 people
22
Set out snacks
2 people
23
Set up the reception desk

Event

24
Welcome visitors
3 people
25
Distribute program
2 people
26
Guide visitors to the hall
2 people
27
Assist the performance
2 people
28
Refill drinks
2 people
29
Serve snacks
2 people
30
Lead the break
2 people
31
Lead the Q&A session
32
Wave goodbye to visitors
2 people

Aftercare

33
Collect tableware
2 people
34
Store leftovers in the fridge
35
Sort and dispose of waste
2 people
36
Wash dishes
2 people
37
Clean the room
2 people
38
Clear away chairs and tables
3 people
39
Remove decorations
2 people
40
Shut down and store equipment
2 people
41
Return borrowed materials
42
Register lost and found items

What to bring

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

Furniture

Chairsqty 70
Tablesqty 6
Reading table
Reading chair
Coat racksqty 4

Equipment

Wireless microphone
Speaker
Microphone stand
Extension cordsqty 3
Power stripsqty 3
Laptop
Presentation clicker

Lighting

LED floor lampsqty 2
Mood lightingqty 2

Decorations

Book-themed bannersqty 4
Colorful buntingqty 2
Tableclothsqty 6
Flower arrangementsqty 3
Book standsqty 3
Directional signsqty 6

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Teaspoonsqty 70
Serving spoonsqty 8

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Coolersqty 2
Cutting boardsqty 2
Kitchen knivesqty 3
Serving plattersqty 8
Serving trays with lidsqty 4
Serving tongsqty 4
Bottle openersqty 2

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 3
Hand broomsqty 2
Trash binsqty 4
Broom and dustpan
Mopqty 2

Catering

Groceries

Tips

Choose and clear the reading text before printing the program. Allow at least one week to check copyright, prepare the books or excerpts, and confirm the running order.
Set a firm registration deadline 3–5 days before the performance. Use the final list to check reservations, record dietary requirements, and estimate chairs, cups, snacks, and drinks.
Test the wireless microphone, speaker, laptop, clicker, extension cords, and power strips in the actual room at least one day ahead. Check the sound level from the back row, not only beside the reading chair.
Plan the room around the audience’s view: place the reading chair and table first, then arrange the chairs, reception desk, coat racks, signs, and lighting. Leave clear walking space and keep cables away from entrances.
Prepare coffee, tea, water, and snacks before doors open, using thermos flasks and water jugs so serving does not interrupt the reading. Open and ventilate the venue 30–45 minutes beforehand, then welcome guests and hand out the printed program.

Frequently asked questions

How far in advance should I organize a storytime performance?: Confirm the performer and venue at least 4–6 weeks before the event. Send invitations early, then close registrations 3–5 days before the performance so you can finalize seating, refreshments, and the visitor list.
When should I check copyright for a storytime reading?: Check copyright as soon as you select the reading text, ideally 2–3 weeks before the event. Do not wait until the program is printed; you may need time to change the text or obtain permission.
How early should I set up the venue for a storytime performance?: Open the venue 30–45 minutes before guests arrive. Use that time to ventilate the room, set out chairs and the reading table, arrange lighting, test sound, and prepare the reception desk.
How many chairs and refreshments do I need?: Use the final registration list as your base and set out one chair per registered visitor, plus 2–4 spare chairs if space allows. For the first hour, plan roughly 2–3 drinks per person and enough snacks for every registered guest, including dietary alternatives.

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