Karaoke night checklist: what to arrange and when

A karaoke night needs more than a playlist and a microphone. You need to secure the venue and karaoke equipment early, collect song requests, plan the running order, and leave time for a full sound and picture test. On the day, allow time to set up tables, the buffet, registration and the equipment before guests arrive. This checklist puts the work in a practical order so technical problems, missing cables and last-minute food questions do not delay the first song.

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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 venue
Reserve karaoke set
Set the date and program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Collect karaoke songs
2 people
Put together playlist
2 people
Check the technical setup
2 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Pick up venue keys
Open and check the room
2 people
Set up tables and chairs
4 people
Set up karaoke equipment
3 people
Connect microphones
2 people
Test audio and video
2 people
Hang decorations
3 people
Set up the buffet and drinks station
3 people
Set out snacks
3 people
Set up the registration table
2 people
Prepare the music and presentation text
2 people

Event

Handle reception and registration
2 people
Present the karaoke program
Register singers
2 people
Refill snacks
2 people
Refill drinks
2 people
Collect glasses and tableware
2 people
Operate technical equipment during performances
2 people
Announce the final round
See guests out
2 people

Aftercare

Switch off equipment
2 people
Clear away food and drinks
3 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Remove decorations
2 people
Pack equipment
3 people
Return borrowed items
2 people
Collect lost property
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
High tablesqty 4
Coat racksqty 2
Waste binsqty 4

Tableware

Reusable cupsqty 80
Coffee cupsqty 30
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Serving traysqty 6

Equipment

Karaoke set
Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Extension cordsqty 3
Power stripsqty 6
HDMI cablesqty 2
Audio cablesqty 4
Remote controlsqty 2
Batteriesqty 12

Lighting

LED light setsqty 4
Cable traysqty 6

Decorations

Karaoke banner
Balloonsqty 100
Tableclothsqty 8
Direction signsqty 8

Kitchen

Coolersqty 3
Ice cube traysqty 3
Bottle openersqty 3
Serving tongsqty 4

Cleaning

Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Reserve the venue and karaoke set before sending invitations, then confirm the booking details and access arrangements at least one week before the event. Check whether the set includes the microphones, speakers, mixer and required cables.
Collect song requests with the RSVPs and close submissions 3–5 days before karaoke night. Prepare a running playlist and presentation notes so the host is not searching for songs between performances.
Complete a full technical test before guests arrive: connect the laptop, projector, screen, speakers and microphones, then test both the picture and sound through the actual room setup. Keep spare batteries and extension equipment together at the control table.
Set up the room with a clear performance area, visible screen and unobstructed microphone route. Put cable covers or cable runs across walking paths before opening the doors, not after guests are moving around.
Plan the food and drink service before arrival: chill drinks in advance, label any dietary options, and place serving platters, cups, plates and cutlery where guests can reach them without crossing the performance area.

Frequently asked questions

How far in advance should I book a karaoke venue and equipment?: Book the venue and karaoke set at least 4–6 weeks ahead, especially for a popular evening or a larger group. Confirm access, setup time and the equipment list one week before the event.
How many songs should I prepare for a karaoke night?: Prepare around 2–3 songs per expected singer, plus a few backups. For a three-hour evening with 20 guests, a working list of about 40–60 songs gives the host enough choice without creating a long queue.
How early should I arrive to set up a karaoke night?: Allow at least 2 hours before guest arrival for room setup and equipment testing. Use the final 30 minutes for the buffet, drinks, registration table and last microphone and screen checks.
How do I organise song requests for karaoke?: Collect requests with the RSVPs and close the list 3–5 days before the event. Put the songs into a running playlist and keep a separate backup list in case a track is unavailable or a singer changes their mind.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.