Poetry afternoon checklist

A poetry afternoon needs more than a list of readers and poems. You need a clear running order, confirmed performers, accessible seating, printed materials and a simple arrival process. This checklist takes you from setting the date through cleaning the venue after the last reading. Allow extra time for dietary information, route checks and technical details: these are easy to leave until the final day and harder to fix once 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

Set the date and program
2 people
Invite poets and performers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send program to attendees
Confirm reservations
Check tableware stock
Check the shopping list
2 people
Do the shopping
2 people
Confirm poets and texts
Print programs and name badges
Check Route and Accessibility
2 people
Fill coolers
2 people
Set out coffee and tea
2 people
Prepare sandwiches and snacks
3 people
Set up tables
3 people
Set up chairs
3 people
Set up a reading area
2 people
Hang up decorations
2 people
Set up the registration table
2 people
Lay out the programs
Prepare texts for each speaker
2 people
Clean the venue and restrooms
2 people

Event

Staff the reception desk
2 people
Welcome visitors
2 people
Open the program
Guide the presentations
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Supervise the open stage
2 people
Announce evening program
Guide the final presentations
2 people
Wave goodbye to visitors
2 people

Aftercare

Collect tableware
3 people
Collect waste
2 people
Clear tables and chairs
3 people
Wash dishes
3 people
Clean the room
3 people
Remove decorations
2 people
Pack leftover food
2 people
Return materials
2 people
Clean coolers and tableware
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Speaker table
Coat rackqty 2
Waste binsqty 4

Tableware

Coffee cupsqty 70
Drinking glassesqty 80
Platesqty 70
Cutlery setsqty 70
Teaspoonsqty 70
Serving plattersqty 10
Serving spoonsqty 6

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Coolersqty 4

Equipment

Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

Table lampsqty 4

Decorations

Tableclothsqty 8
Flower vasesqty 6
LED candlesqty 20
Flower arrangementsqty 6
Name badge holdersqty 60

Organization

Writing foldersqty 4
Clipboardsqty 4
Ballpoint pensqty 20

Cleaning

Broomqty 2
Dustpanqty 2
Mopqty 3
Bucketsqty 3

Catering

Groceries

Tips

Set the programme before sending invitations, then confirm every poet, performer and text again several days before the event. Share the final programme with attendees so they know when readings begin and how long the afternoon will run.
Close registration early enough to act on the numbers. Collect dietary requirements with registrations, then use the final count to check seating, cups, glasses, plates, cutlery and refreshments rather than guessing on the day.
Plan the room in the same order guests will use it: registration table and name badges at the entrance, coat storage nearby, then seating facing the reading area and speaker table. Keep routes clear for anyone using a wheelchair or walking aid.
Prepare the reading materials before guests arrive. Print programmes and name badges, place each speaker’s text where it will be needed, and test coffee machines, kettles, extension cords and power strips before setting out the refreshments.
Finish the venue setup at least 60 minutes before doors open. That gives you time to fill coolers, make coffee and tea, arrange sandwiches and snacks, check the restrooms and assign someone to staff the welcome table.

Frequently asked questions

How far in advance should I organise a poetry afternoon?: Set the date and invite poets at least 6 to 8 weeks ahead. Send invitations 3 to 4 weeks before the afternoon, and confirm the final programme and texts several days before the event.
How many chairs do I need for a poetry afternoon?: Prepare one chair for every registered attendee, plus 2 to 4 spare chairs for late registrations or performers who remain in the room. Keep a clear route to the reading area and leave space for the speaker table.
When should I collect dietary requirements?: Ask for dietary requirements when guests register, then close the request at least 7 days before the event. Use the final information when buying sandwiches, snacks and drinks.
How early should I set up a poetry afternoon venue?: Start room setup at least 2 hours before guests arrive, with the final refreshments and registration table ready 60 minutes beforehand. Reserve the last 30 minutes for sound, lighting, route and restroom checks.

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.