Karaoke night checklist: what to arrange and when

A karaoke night needs more than a microphone and a playlist. You need time to collect song choices, confirm attendance, test the projector and speakers, and prepare the room before guests arrive. This checklist puts those jobs in a workable order, from reserving the hall and opening sign-ups to printing song lists and testing the sound. It also covers the details people often leave too late, such as charging devices, preparing backup cables and keeping drinks cold.

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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

Reserve the room
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Collect music preferences
Confirm registrations
Assign volunteers
Collect karaoke songs
2 people
Compile program
2 people
Install karaoke software
Check the equipment
2 people
Test microphones
2 people
Lay out spare cables
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Print attendance list
Print the song lists
Charge phones and tablets
Set up tables
3 people
Set up chairs
3 people
Set up karaoke equipment
3 people
Test audio and video
2 people
Hang decorations
2 people
Set up the lighting
2 people
Set up the buffet
3 people
Set out drinks
2 people
Set up the reception table
2 people
Clear the safety route
2 people

Event

Welcome guests
3 people
Explain the program
Register singers
2 people
Host karaoke
Run music and lyrics
Serve snacks
2 people
Refill drinks
2 people
Clear buffet
2 people
Announce the final song
See off guests
2 people

Aftercare

Switch off equipment
2 people
Dismantle equipment
3 people
Wash dishes
3 people
Collect waste
2 people
Sweep and mop the hall
3 people
Clean the restrooms
2 people
Remove decorations
2 people
Check materials
2 people
Return borrowed items
2 people
Leave the hall tidy
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat rack
Waste binsqty 4

Tableware

Glassesqty 80
Platesqty 80
Coffee cupsqty 50
Cutlery setsqty 80
Serving traysqty 8

Equipment

Karaoke machine
Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Balloonsqty 100
Buntingqty 6
Tableclothsqty 8
Welcome sign
Pensqty 20

Lighting

LED light stringsqty 4
LED lampsqty 4

Kitchen

Coolersqty 3
Ice bucketsqty 2
Cutting boardsqty 3
Knivesqty 4
Small bowlsqty 12

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Collect song requests before building the programme. Close submissions early enough to check the list, remove duplicates and leave room for spontaneous choices during the evening.
Test the complete setup, not just the karaoke machine. Connect the laptop, projector, screen, speakers and microphones together at least once, then keep spare cables ready.
Charge phones and tablets before the event and print the attendance list and song lists. Paper copies keep the evening moving if a device fails or the Wi-Fi is unreliable.
Set up tables, chairs and the karaoke area separately. Leave a clear route to the microphones and place drinks, glasses, plates and serving trays where people can reach them without crossing the performance space.
Put drinks in coolers or ice buckets before guests arrive and prepare snacks with enough bowls, boards and knives. Last-minute food preparation is harder once people are already waiting to sing.

Frequently asked questions

How far in advance should I organise a karaoke night?: Reserve the hall and send invitations around 4 to 6 weeks ahead. Open sign-ups at the same time, then allow at least 7 days to process responses, collect dietary needs and confirm attendance.
When should I collect karaoke song requests?: Ask for song preferences when guests sign up and close the request form 5 to 7 days before the event. That gives you time to check availability and assemble a balanced programme.
How early should I set up karaoke equipment?: Start room and equipment setup 2 to 3 hours before guests arrive. Complete a full image and sound test, including both microphones, no later than 30 minutes before the start.
How many microphones do I need for a karaoke night?: Plan for 2 microphones so duets can happen without constant swapping. Test both microphones separately and keep the reserve cables connected or immediately accessible before the first song.

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.