A practical poetry festival checklist

A poetry festival needs more than a running order and a microphone. You need to secure the venue, confirm poets, manage registrations and dietary requirements, and leave enough time to test the sound and prepare the room. Work through the plan in stages: lock in the programme first, confirm people and supplies next, then use the final hours for setup. This checklist helps you keep the event moving from the first booking to the last chair put away.

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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
Contact poets
2 people
Compile program
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm reservations
Publish the poets' program
Schedule volunteers
Order catering
Test the equipment
2 people
Inform poets
Prepare name badges
Print programs
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the venue
2 people
Set up tables
3 people
Set out chairs
4 people
Set up the stage area
3 people
Connect microphones
2 people
Test sound level
2 people
Set up lighting
2 people
Hang up decorations
2 people
Set up the reception table
2 people
Set up catering
3 people
Put out program brochures
2 people

Event

Welcome the poets
2 people
Register participants
3 people
Welcome the audience
3 people
Give the opening speech
Guide poetry blocks
2 people
Swap microphones
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Clear buffet
2 people
Moderate audience questions
Deliver closing remarks
See the crowd off
3 people

Aftercare

Switch off equipment
2 people
Collect waste
3 people
Wash dishes
3 people
Put furniture back
4 people
Clean the venue
3 people
Remove decorations
2 people
Return borrowed items
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 120
Stoolsqty 6
Coat racksqty 2

Equipment

Wireless microphonesqty 3
Speakersqty 2
Mixer
Microphone standsqty 3
Extension cordsqty 6
Power stripsqty 6
Laptop
HDMI cablesqty 2

Lighting

LED spotlightsqty 6
Mood lightingqty 4

Tableware

Reusable glassesqty 140
Coffee cupsqty 80
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3

Decorations

Poetry postersqty 12
Cotton table runnersqty 8
Chalkboardsqty 4
Vasesqty 10
Cut flowersqty 10

Catering

Groceries

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3

Reception

Name badgesqty 140
Badge holdersqty 140
Program leafletsqty 140
Pensqty 20
Registration listsqty 4
Directional signsqty 10

Paper goods

A4 paper
Markersqty 12
Adhesive tapeqty 6
Writing foldersqty 6

Tips

Reserve the venue before confirming the full programme, then allow at least 2–3 weeks to contact poets, collect replies and publish the final schedule.
Close registrations several days before the festival so you can confirm attendance, dietary requirements, name badges, seating and catering quantities instead of estimating on the day.
Schedule volunteers in shifts of about 2–3 hours. Cover the arrival desk, poet support, refreshments and room changes separately so one person is not expected to do everything.
Test microphones, speakers, the mixer, laptop and HDMI connection at least 2 hours before doors open. Check every microphone at the actual speaking position and keep extension cords and power strips out of walkways.
Start room setup 3–4 hours before the first reading. Set out chairs and tables, prepare the stage area, connect sound and lighting, chill drinks, and leave a clear final hour for venue and safety checks.

Frequently asked questions

How far in advance should I plan a poetry festival?: Start at least 8–12 weeks ahead for a small festival, especially if several poets are involved. Use the first weeks for the venue, poet invitations and programme, then leave the final 2 weeks for registrations, catering and volunteer schedules.
How many volunteers do I need for a poetry festival?: For a small event, plan on 4–6 volunteers: two for arrivals and registrations, one for poet support, one for refreshments and at least one person who can handle room or equipment issues. Add coverage if the programme has simultaneous rooms or long breaks.
When should I test the sound equipment?: Do a full sound check at least 2 hours before the audience arrives, using the wireless microphones, stands, speakers, mixer and laptop connection you will actually use. Test the sound level from the back row as well as beside the stage.
How much food and drink should I order for a poetry festival?: Confirm the final headcount 3–5 days beforehand and include dietary requirements in the order. For a 2–3 hour programme, allow roughly 2 drinks per person, plus coffee or tea, and provide snacks for the expected audience rather than relying on walk-ins.

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.