Karaoke Night Checklist

A karaoke night runs smoothly when the equipment, sign-up process and room setup are planned in the right order. Book the venue and karaoke system first, then collect guest details, dietary needs and song preferences. On the day, allow time to collect the equipment, cool drinks, prepare snacks and set up the tables. A sound check with both microphones before guests arrive prevents the most common delays at the start of the evening.

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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 equipment
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect music preferences
Print the run sheet
Create registration forms
Check the shopping list
Do the shopping
2 people
Pick up karaoke equipment
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Connect karaoke equipment
2 people
Test microphones
2 people
Set the playlist
Set sound level
2 people
Hang decorations
2 people
Set up the buffet
3 people
Set out drinks
2 people
Set up the registration table

Event

Staff the reception desk
2 people
Register visitors
2 people
Explain the karaoke rules
Register singers
Announce acts
Hand out microphones
Start music tracks
Serve snacks
2 people
Refill drinks
2 people
Keep buffet clean
Empty trash bins
Announce the final act
See visitors out
2 people

Aftercare

Clear away food and drinks
3 people
Switch off karaoke equipment
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Remove decorations
2 people
Check the equipment
2 people
Return the karaoke equipment
2 people
Take away empty packaging

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Buffet tablesqty 2
Registration desk
Stoolsqty 4

Tableware

Reusable drinking glassesqty 60
Wine glassesqty 30
Platesqty 60
Cutlery setsqty 60
Serving bowlsqty 8
Serving plattersqty 8
Serving spoonsqty 8

Equipment

Karaoke screen
Karaoke system
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Music laptop
Audio and video cables
Extension cordsqty 4
Power stripsqty 4

Lighting

Mood lightingqty 4
Light standqty 2

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
Name badgesqty 60
Pensqty 12
Registration formsqty 60

Kitchen

Coolersqty 4
Ice bucketsqty 3
Thermos flasksqty 4
Corkscrewqty 2
Bottle openersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3

Cleaning

Waste binsqty 4
Mopsqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Reserve the venue and karaoke equipment before sending invitations, so you know the date, room layout and available setup time. Ask when you can access the room on the day.
Collect song preferences and dietary requirements with the RSVPs. Keep the answers together with the sign-up forms so the host can build the running order without interrupting the evening.
Allow at least 60 minutes for setup before guests arrive. Tables, chairs, buffet items and the registration table should be in place before you connect the karaoke system.
Test both wireless microphones through the actual speakers, then check the screen, laptop, audio and video cables, extension leads and power strips. A short sound check is faster than troubleshooting during the first song.
Give each singer a clear way to sign up and decide how turns work before the music starts. Put pens and forms at the registration table, and keep the printed running order where the host can reach it.

Frequently asked questions

How far in advance should I plan a karaoke night?: Book the venue and karaoke equipment at least 4 to 6 weeks ahead, especially for a weekend. Send invitations around 3 weeks before the event so you have time to process RSVPs and collect song choices.
How long does it take to set up a karaoke night?: Allow 60 to 90 minutes for the full setup. This covers arranging tables and chairs, connecting the system, testing both microphones, setting the playlist and preparing the food and drinks.
How many songs should I prepare for karaoke night?: Plan around 10 to 12 songs per hour, depending on song length and how much time guests need to choose. Prepare more songs than you expect to use and collect preferences before the event.
How many drinks do I need for a karaoke night?: For the first hour, plan on 2 to 3 drinks per person, then roughly 1 drink per person per hour. Keep non-alcoholic options chilled as well, and prepare the drinks before guests arrive.

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