Literary Evening Checklist

A literary evening needs more than confirmed authors and a printed programme. This checklist takes you from booking the venue and building the running order to registrations, catering, equipment checks and the final room setup. Start with the programme and guest numbers, then use those figures to plan chairs, glasses, refreshments and name badges. Leave enough time for sound and lighting tests, collecting dietary requirements and preparing the book table before guests arrive.

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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
Confirm authors and performers
Compile program
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Collect author information
Prepare the book table
Test the equipment
2 people
Order catering
Create final guest list
Print the program
Make name badges
Do the shopping
2 people
Pick up venue keys
Chill drinks
2 people
Prepare snacks
3 people
Open hall
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the speaking area
2 people
Connect the sound system
2 people
Set up lighting
2 people
Set up book table
2 people
Set up the catering buffet
3 people
Set up the registration table

Event

Welcome authors
2 people
Register guests
2 people
Serve welcome drinks
2 people
Announce the program
Guide the first presentations
2 people
Serve coffee break
3 people
Refill drinks
2 people
Restock the book table
Guide the second performances
2 people
Serve break snacks
3 people
Set up the dinner buffet
3 people
Refill the dinner buffet
2 people
Supervise the open stage
2 people
Moderate the Q&A
Thank the authors
See off guests
2 people

Aftercare

Store leftovers safely
2 people
Collect tableware
3 people
Dismantle the sound system
2 people
Remove decorations
2 people
Clear tables and chairs
4 people
Collect waste
2 people
Wash dishes
3 people
Clean the room
3 people
Charge equipment
Return materials
2 people
Keep lost and found items

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Speaker table
Bar stoolsqty 2

Tableware

Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Dessert platesqty 60
Coffee spoonsqty 60
Dinner forksqty 60
Dinner platesqty 60
Serving plattersqty 8
Serving tongsqty 6

Equipment

Wireless microphonesqty 2
Speakersqty 2
Microphone stand
Mixer
Extension cordsqty 4
Power stripsqty 4
Laptop
Presentation clicker

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 6
Kitchen knivesqty 2

Decorations

Tableclothsqty 8
Book standsqty 6
Chalkboardsqty 3
Chalk markersqty 6
Vasesqty 8

Lighting

Table lampsqty 6
Mood lightingqty 4

Other

Name badgesqty 70
Badge holdersqty 60
Program flyersqty 70
Pensqty 20
Notepadsqty 20
Guest book
Cash box
Payment terminal

Cleaning

Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brush

Catering

Groceries

Tips

Confirm authors and performers before sending invitations, then allow at least 7 days to process registrations and update the guest list. This gives you time to collect author details and dietary requirements rather than chasing them on the day.
Set the speaking area before testing the wireless microphones, speakers, mixer and laptop. Allow 30–45 minutes for a full sound check, including a test of extension cords, power strips and the microphone stand.
Print the programme and make name badges only after the final guest list is closed. Finish these at least 2 hours before opening so late changes do not hold up the room setup.
Prepare the book table separately from the refreshments. Put out the books, tablecloth and any display materials before the doors open, and keep a clear route for guests to browse without blocking the speaking area.
Chill drinks and prepare snacks after the main furniture and equipment are in place. For the first hour, plan roughly 2–3 drinks per guest, then check that coffee, water and serving pieces are ready before seating begins.

Frequently asked questions

How far in advance should I organise a literary evening?: Book the venue and confirm the authors at least 6–8 weeks ahead. Send invitations once the programme is stable, then close registrations and prepare the final guest list about 3–5 days before the event.
How many chairs and glasses do I need for a literary evening?: Prepare one chair for every confirmed guest, plus 2–4 spare chairs for late additions or performers. For drinks, allow at least 2 glasses per guest if you are serving both water and wine, with extra cups for coffee.
When should I test the sound system for a literary evening?: Complete a full microphone and speaker test 30–45 minutes before guests arrive, after the speaking area is assembled. Test every microphone, the laptop connection, the mixer and the power supply rather than checking only the volume.
What should I prepare the day before a literary evening?: Finish the programme, name badges, guest list and author information the day before. You can also organise catering, snacks and book-table materials in advance, leaving only keys, chilled drinks and final room setup for the event day.

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