Karaoke Night Checklist

A karaoke night runs smoothly when the equipment, song list and guest details are settled before people arrive. Start with the guest list and venue, then reserve the karaoke setup, collect dietary needs and prepare an offline backup of your songs. On the day, allow time to clear the room, arrange tables and chairs, chill drinks and test every microphone, speaker and connection. This checklist puts the practical jobs in a workable order, including the details hosts often leave until the last minute.

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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

Send invitations
Process registrations
Collect dietary requirements
Create final guest list
Confirm venue and times
Reserve karaoke equipment
Compile music list
2 people
Save karaoke songs offline
Test microphones
2 people
Check power outlets
Do the shopping
2 people
Chill drinks
2 people
Check the snacks
2 people
Clear the room
3 people
Set up tables
3 people
Set out chairs
3 people
Set up the buffet
2 people
Set out the tableware
2 people
Hang decorations
2 people
Set up karaoke system
2 people
Set up the monitor
2 people
Set sound level
2 people
Set out the song list
Set up the registration desk
Brief volunteers
2 people

Event

Welcome visitors
2 people
Check off registrations
Collect song requests
Host karaoke night
Announce the singers
Pass around the microphones
Serve snacks
2 people
Serve drinks
2 people
Refill drinks
Refill buffet
Collect glasses and crockery
Clean up spills immediately
Announce the final act
Wave goodbye to visitors
2 people

Aftercare

Turn off karaoke set
2 people
Pack equipment safely
2 people
Remove decorations
2 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the floor and tables
2 people
Check toilets
Empty the coolers
Store leftover food
Take waste to the container
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Buffet tablesqty 2
Stoolsqty 4

Tableware

Reusable glassesqty 70
Coffee cupsqty 30
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Serving tongsqty 4

Equipment

Karaoke screen
Karaoke console
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Spare batteriesqty 8
Laptop
USB stickqty 2

Kitchen

Coolersqty 3
Ice containersqty 2
Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Cutting boardsqty 2
Knivesqty 4

Decorations

Buntingqty 8
Balloonsqty 80
Balloon pump
Tableclothsqty 6
Song request formsqty 100
Pensqty 12

Lighting

LED string lightsqty 4
Spotlightsqty 2

Cleaning

Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brushqty 2
Waste binsqty 4

Catering

Groceries

Tips

Reserve the karaoke console, screen, microphones and speakers early enough to test them before guests arrive. Check the number of power points and bring extension cables, power strips and spare batteries.
Save the karaoke songs offline on a laptop or USB stick at least one day beforehand. Online access can fail, and a printed song list gives guests something to browse while someone else is singing.
Set up an obvious sign-up point with the song list before the first guest arrives. Ask one volunteer to manage the queue so singers do not have to interrupt the person running the equipment.
Chill drinks and prepare the buffet before the karaoke set is switched on. Keep water easy to reach, and place glasses, plates, cutlery, serving dishes and tongs where guests can use them without crossing the performance area.
Do a complete sound check 30 to 60 minutes before the start: test both microphones, the speakers, the screen and the loudest planned song. Set the volume before guests arrive so you do not spend the first hour adjusting it.

Frequently asked questions

How far in advance should I plan a karaoke night?: Start planning at least 2 to 3 weeks before the event. Send invitations early enough to collect responses and dietary needs, and confirm the venue, timing and karaoke equipment before the final guest list is made.
How many microphones do I need for a karaoke night?: Prepare at least 2 microphones so duets do not require people to share one. Test both microphones with the speakers on the day, and keep spare batteries available if they are wireless.
When should I set up the karaoke equipment?: Allow 60 to 90 minutes for the full setup, then reserve another 30 minutes for testing. Connect the console, screen and speakers before guests arrive and test a complete song rather than only checking that the equipment switches on.
How much food and drink should I prepare for karaoke night?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour afterward, with water available throughout. Prepare the buffet before the singing starts so serving food does not compete with managing the queue.

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.