Open Club Night Checklist

An open club night needs more than a room, music and a guest list. You need a clear registration process, confirmed venue arrangements, working audio equipment and a setup plan that leaves time for late changes. Start by publishing the date and opening registration, then move through confirmations, suppliers and shopping. On the day, test the equipment, chill the drinks, set up signs and seating, and check the venue before guests arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Publish date and time
Send invitations
2 people
Open the registration form
Process registrations
Confirm registrations
Collect dietary requirements
Reserve the venue and hall
Check music rights
Announce the schedule
Create final guest list
Arrange extra chairs
2 people
Confirm supplier agreements
Check the shopping list
2 people
Do the shopping
2 people
Set up non-perishable supplies
2 people
Chill drinks
2 people
Compile playlist
Test equipment
2 people
Prepare name badges
2 people
Print route signs
Check the Venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set the tables
2 people
Hang decorations
2 people
Set up the reception desk
2 people
Set up the cloakroom
Prepare coffee and tea
2 people
Prepare snacks
3 people
Set up buffet
2 people
Set out drinks
2 people
Connect sound equipment
2 people
Hold team briefing
4 people

Event

Welcome guests
2 people
Register attendance
2 people
Explain club activities
2 people
Serve snacks
2 people
Refill coffee and tea
2 people
Refill drinks
2 people
Restock the buffet
2 people
Collect waste
2 people
See off guests
2 people

Aftercare

Switch off equipment
2 people
Clear away food and drinks
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the room
3 people
Check toilets
Take out the trash
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Collect lost and found items

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Clothes racksqty 2
Coat hangersqty 70

Tableware

Drinking glassesqty 80
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Pouring jugsqty 4
Serving tongsqty 4
Bottle openersqty 4
Coolersqty 3

Equipment

Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Microphone

Decorations

Tableclothsqty 8
Club flagsqty 4
Bannersqty 3
Name badge holdersqty 60
Pensqty 12
Direction signsqty 6

Lighting

LED lightsqty 4

Cleaning

Waste binsqty 4
Broomqty 2
Dustpansqty 2
Mop setsqty 2
Reusable cleaning clothsqty 12
Rubber glovesqty 6

Catering

Groceries

Tips

Publish the date and time before opening registration, then set a clear closing point for sign-ups so you can create the final guest list and confirm attendance without chasing people on the day.
Collect dietary requirements during registration and pass the final numbers to whoever is handling refreshments at least 3 days before the club night. Late requests are harder to cover once shopping is finished.
Check music rights and test the portable speakers, microphone, extension cords and power strips before setup day. A 30-minute sound check can reveal missing cables, weak batteries or unsafe power connections.
Chill drinks several hours before doors open, rather than during setup. Put out bottle openers, drinking glasses and coolers together so guests are not searching for basic serving equipment.
Print route signs and prepare name badges before the venue setup starts. Put out waste bins and check the broom, dustpans and mop sets before guests arrive, when replacing or moving them is still easy.

Frequently asked questions

How far in advance should I open registration for an open club night?: Open registration at least 2 to 3 weeks before the event. Close it 3 to 5 days beforehand so you have time to process registrations, confirm attendees and prepare the final guest list.
When should I confirm the venue and suppliers for an open club night?: Confirm the venue, hall access and supplier agreements at least 2 weeks before the event. Recheck access times, equipment and any outstanding arrangements 3 to 5 days before setup.
How long before an open club night should I test the sound equipment?: Do a full equipment test at least 1 day before the event, including the speakers, microphone, extension cords and power strips. Repeat a short sound check 60 to 90 minutes before guests arrive.
How many drinks should I prepare for an open club night?: Plan around 2 to 3 drinks per person for the first hour, then 1 to 2 drinks per person for each additional hour. Add a small reserve for late arrivals and check dietary or non-alcoholic requirements before shopping.

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.