Poetry evening checklist: what to arrange and when

A poetry evening runs smoothly when the quiet details are handled before the first poem is read. This checklist takes you from reserving the venue and confirming poets to setting up chairs, microphones, lighting, refreshments and the reception table. Start with the programme and performer list, then use the final week to confirm registrations and dietary requirements. On the day, leave enough time to test the sound system, prepare coffee and tea, chill drinks and welcome speakers 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
Set the program and theme
2 people
Reach out to poets and performers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Update visitor list
Finalize the program
2 people
Poets and technician confirm
Check the shopping list
2 people
Do the shopping
2 people
Print programs and name tags
Test equipment
2 people
Pick up venue keys

Event

Open and check the room
2 people
Set up chairs and tables
4 people
Set up the speaking area
2 people
Set up sound equipment
2 people
Set up lighting
2 people
Hang up decorations
2 people
Set up the reception table
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Arrange snacks on platters
2 people
Welcome speakers
2 people
Test microphones and presentations
2 people
Welcome visitors
3 people
Explain the program
Host poetry evening
2 people
Serve snacks and drinks
3 people
Refill drinks
2 people
Collect tableware
2 people
Guide visitors out
2 people

Aftercare

Turn off the sound equipment
2 people
Put furniture back
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Pack equipment and materials
2 people
Lock up the venue
2 people
Return borrowed items
2 people
Send thank-you message

What to bring

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

Furniture

Chairsqty 50
Tablesqty 6
Speaker table
Coat racksqty 2
Tableclothsqty 6

Tableware

Coffee cupsqty 50
Water glassesqty 50
Cake platesqty 50
Teaspoonsqty 50
Serving traysqty 6

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Microphone standsqty 2
Music standsqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 2
Bottle openersqty 2

Decorations

Poetry postersqty 8
Menu Board
Pen holdersqty 3
Name badgesqty 50

Lighting

LED lightsqty 4

Cleaning

Dish brushesqty 2
Washing-up bowlsqty 2
Trash binsqty 3
Broom and dustpan
Mop set

Catering

Groceries

Tips

Set the programme and theme before inviting poets. Send performers the running order and speaking times at least 7 days before the event, then confirm both poets and the technician again 48 hours beforehand.
Close registrations 2 to 3 days before the reading so you can update the visitor list, prepare name badges and check dietary requirements before shopping for snacks and drinks.
Allow at least 90 minutes for room setup. Arrange chairs and tables first, then position the speaking area, microphone stands, speaker table, lighting and reception table so cables do not cross walkways.
Test every microphone, active speaker, mixer and extension cord with the technician before doors open. Keep power banks available and check that spare cables and power strips can reach the speaking area.
Prepare refreshments before guests arrive: make coffee and tea, fill thermos flasks, chill drinks and place snacks on serving trays. Put water glasses near the speaking area so poets do not need to leave the stage.

Frequently asked questions

How far in advance should I plan a poetry evening?: Reserve the venue and set the theme at least 6 to 8 weeks ahead. Contact poets early, then send invitations once the programme and registration details are clear.
When should I confirm poets for a poetry evening?: Ask poets and the technician to confirm 48 hours before the event. Send the final running order at the same time so everyone knows their start time and speaking length.
How early should I arrive to set up a poetry evening?: Arrive at least 90 minutes before guests are due. Use that time to open and check the room, arrange seating, set up the speaking area, test the sound and prepare refreshments.
How many microphones do I need for a poetry reading?: Plan one working microphone for the reader and keep a second microphone available if several poets are sharing the programme. Test both with the mixer and speakers before doors open.

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.