Karaoke Night Checklist

A karaoke night runs smoothly when the practical details are settled before the first singer arrives. This checklist takes you from booking the room and karaoke equipment to collecting song choices, preparing food and testing the microphones. Allow extra time for cables, charging and sound checks: these are the jobs most likely to cause delays. You will also find setup guidance for seating, drinks, registration and lighting so guests can start singing without waiting.

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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 a room
Reserve karaoke set
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Collect song preferences
Check the shopping list
Do the shopping
2 people
Pick up karaoke set
2 people
Charge equipment
Prepare song list
Prepare name badges
Chill drinks
2 people
Prepare snacks
3 people
Clean the room
2 people
Set up tables
3 people
Set out chairs
3 people
Set up karaoke system
2 people
Test microphones
2 people
Set sound level
2 people
Hang decorations
2 people
Set lighting and atmosphere
2 people
Set up buffet and bar
2 people
Set up the registration table
Prepare the technical manual
Set up the cloakroom

Event

Welcome guests
2 people
Register attendance
Explain the house rules
Start karaoke program
Register singers
Host karaoke rounds
Serve snacks
2 people
Refill drinks
2 people
Collect the dishes
Empty trash bins
Disinfect microphones
Announce the final act
See off guests
2 people

Aftercare

Switch off equipment
2 people
Remove decorations
2 people
Wash dishes
2 people
Put furniture back
3 people
Collect waste
2 people
Final room cleaning
2 people
Check and pack items
2 people
Return karaoke set
2 people
Store leftover stock
Keep lost and found items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Bar stoolsqty 6
Coat racksqty 2

Equipment

Karaoke screen
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Audio mixer
HDMI cablesqty 2
Power stripsqty 4
Extension cordsqty 4
Remote control

Tableware

Drinking glassesqty 50
Wine glassesqty 30
Coffee cupsqty 30
Platesqty 50
Cutlery setsqty 50
Serving bowlsqty 10
Serving plattersqty 8

Kitchen

Coolersqty 3
Thermos flasksqty 3
Cutting boardsqty 3
Kitchen knivesqty 3
Serving tongsqty 4
Pitcherqty 2

Decorations

Party buntingqty 6
Balloonsqty 50
Tableclothsqty 6
Name badgesqty 50
Adhesive stripsqty 2

Lighting

LED light stringsqty 3
Atmosphere lightsqty 4
Spare batteriesqty 16

Cleaning

Dustpan and brushqty 2
Floor mopqty 2
Bucketsqty 2
Microfiber clothsqty 10

Catering

Groceries

Tips

Reserve the room and karaoke equipment before sending invitations. Confirm the collection or delivery time, then leave at least 60 minutes before guest arrival for connection and testing.
Collect song preferences with the RSVPs and prepare the song list at least one day in advance. Keep a backup list ready in case a requested track is unavailable.
Charge the laptop, microphones and other equipment the night before. Pack HDMI cables, extension leads, power strips and the remote together so a missing connection does not delay setup.
Put drinks in coolers and prepare the buffet before the sound check. Set out glasses, plates, cutlery and serving utensils in separate areas so guests do not crowd the karaoke station.
Test both microphones at the actual singing position and set the volume before guests arrive. Leave a clear path around the speakers, karaoke screen and registration table, with spare seating ready for people between performances.

Frequently asked questions

How early should I set up for a karaoke night?: Start setup at least 60 minutes before guests arrive. Allow another 15 to 20 minutes if you need to collect the karaoke equipment or arrange unfamiliar speakers and mixers.
How many songs should I prepare for karaoke night?: Prepare about 10 to 12 songs per hour of planned singing time, plus a backup list of 10 songs. This gives you options when guests choose the same track or a requested song is missing.
When should I collect song choices from guests?: Ask for song preferences when invitations are sent and close submissions at least 2 days before the event. Use the final day to organise the list and check that the tracks are available.
How long before karaoke night should I chill the drinks?: Put bottled and canned drinks in the fridge or coolers at least 4 hours beforehand. For a large quantity, chill them the night before and keep a second cooler available during the event.

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