Karaoke night checklist: organise the evening step by step

A karaoke night needs more than songs and microphones. You need a confirmed venue, working sound equipment, a clear singing schedule and a way to keep registration moving when guests arrive. Start with bookings and invitations, then confirm dietary requirements, catering and the final guest list. On the day, allow time to collect and test the laptop, screen, speakers, mixer and wireless microphones before setting out food and drinks.

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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
Create the program and schedule
2 people
Compile the karaoke list
2 people
Assign presenter
Order catering
Check the final guest list
2 people
Do the shopping
3 people
Collect equipment
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the venue and key
2 people
Set up tables and chairs
4 people
Set up karaoke equipment
3 people
Connect screen and laptop
2 people
Test microphones
2 people
Set sound level
2 people
Hang decorations
3 people
Set up the buffet and drinks table
3 people
Set up the registration table
2 people
Prepare the participant list and numbers
2 people

Event

Staff the welcome desk
2 people
Welcome guests
3 people
Serve drinks
2 people
Present the karaoke program
Register singers and songs
2 people
Serve snacks
3 people
Refill drinks
2 people
Refill buffet
2 people
Swap out and sanitize microphones
Announce the final round
See off guests
3 people

Aftercare

Store leftovers in the fridge
2 people
Switch off equipment
2 people
Take down karaoke equipment
3 people
Collect and sort waste
3 people
Wash dishes and glasses
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Collect lost and found items
Return equipment
2 people
Store leftover materials
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 60
Bar stoolsqty 4
Coat rack

Equipment

Karaoke laptop
Karaoke screen
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Mixer
HDMI cablesqty 2
Audio cablesqty 4
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 6
Spare batteriesqty 12

Tableware

Drinking glassesqty 70
Wine glassesqty 30
Coffee cupsqty 30
Platesqty 70
Cutlery setsqty 70
Serving bowlsqty 10
Serving plattersqty 8
Serving spoonsqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3
Potholdersqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
LED tealight holdersqty 20
Welcome sign
Number cardsqty 80
Pensqty 20
Tapeqty 4
Scissorsqty 3

Lighting

LED string lightsqty 4
LED spotlightsqty 2

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2

Catering

Groceries

Tips

Book the venue and karaoke equipment early, then confirm both again during the week before the event. A missing HDMI cable, mixer or microphone stand can stop the setup even when the main equipment has arrived.
Close registrations before ordering catering and shopping. Use the final guest list to plan plates, cutlery, drinking glasses and wine glasses, and check dietary requirements before the menu is fixed.
Build the running order before guests arrive and assign one presenter. Number each participant at registration so the presenter can call singers without stopping to search through a long list.
Allow at least 60 minutes for room setup and sound checks. Connect the karaoke laptop and screen, position the speakers, test both wireless microphones, check spare batteries and set the sound level before doors open.
Set up the buffet and drinks table separately from the registration desk. Chill drinks in coolers, prepare snacks and keep cable mats over extension cords and audio cables where guests will walk.

Frequently asked questions

How far in advance should I organise a karaoke night?: Reserve the venue and karaoke equipment at least 4–6 weeks ahead, especially if the event is on a Friday or Saturday. Send invitations once the date, venue and equipment are confirmed.
How much time do I need to set up a karaoke night?: Allow 60–90 minutes before guests arrive for tables, chairs, decorations, food and drinks. Reserve an additional 20–30 minutes to connect the laptop and screen and test the microphones and sound level.
How do I organise a karaoke singing schedule?: Compile the karaoke list before the event and give each registered participant a number at the welcome desk. Plan one song per turn at first, then add a second round if the guest list and available time allow it.
When should I order food for a karaoke night?: Confirm the final guest list and dietary requirements 5–7 days before the event, then place the catering order. Buy or collect snacks and drinks no later than the day before, leaving time to chill drinks and prepare serving dishes.

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.