Poetry night checklist: what to arrange and when

A poetry night needs more than a list of readers and a microphone. You need a clear running order, enough time for sign-ups and confirmations, and a room that supports quiet listening. This checklist covers the planning sequence, from confirming the venue and inviting poets to testing microphones, setting up the speaking area and preparing drinks. It also helps you catch details that are often left until the last minute, such as dietary requirements, programme booklets and wayfinding.

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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

Confirm date and location
Invite poets and performers
2 people
Send invitations
2 people
Open registrations
Compile program
2 people
Organize presentations and breaks
2 people
Process registrations
Collect dietary requirements
Confirm poets definitively
Calculate catering quantities
2 people
Make reservations
Lay out the program booklets
Prepare signage
Test the equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Print program booklets

Event

Open venue
2 people
Ventilate room
2 people
Set up tables and chairs
4 people
Set up the speaking area
2 people
Connect sound equipment
2 people
Test equipment and microphones
2 people
Hang up decorations
2 people
Set up the buffet and drinks
3 people
Lay out program booklets
Welcome the poets
2 people
Brief poets briefly
2 people
Handle check-in and registration
3 people
Welcome visitors
2 people
Give the opening speech
Guide the presentations
2 people
Serve snacks and drinks
3 people
Restock break buffet
2 people
Refill drinks
2 people
Host presentations and closing
2 people
Wave goodbye to visitors
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Tear down audio equipment
2 people
Clean the room
3 people
Remove decorations
2 people
Check materials
2 people
Return borrowed items
2 people
Store leftovers safely
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

Tableware

Glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Coffee spoonsqty 60
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Water carafesqty 6
Coolersqty 3

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Tableclothsqty 8
Battery lightsqty 12
Program boardsqty 4
Wayfinding signsqty 6
Sticky tackqty 4

Office

Program bookletsqty 60
Name badgesqty 20
Pensqty 20
Clipboardsqty 4

Cleaning

Waste binsqty 6
Broomqty 2
Vacuum cleaner
Mopsqty 2

Catering

Groceries

Tips

Set the programme only after you know how many poets are taking part. Allow roughly 5–7 minutes per reading, then add a short changeover and at least one scheduled break.
Close performer sign-ups before you print the programme booklets. Keep a final version ready at least 2–3 days before the event so names, reading order and timings can still be checked.
Test every microphone, speaker, cable and power strip in the actual room before guests arrive. A 30-minute sound check gives you time to solve feedback, low volume or missing adapters.
Prepare drinks and catering quantities from the confirmed attendance, not the number of invitations sent. Collect dietary requirements before placing the catering order and label suitable options clearly.
Open the venue at least 90 minutes before the advertised start. Use the first 30 minutes for ventilation and furniture, the next 30 for the speaking area and sound system, and the final 30 for booklets, signs and refreshments.

Frequently asked questions

How far in advance should I organise a poetry night?: Start 4–6 weeks ahead if you need to invite poets, open audience sign-ups and confirm a venue. Finalise the programme and dietary requirements 3–7 days before the night.
How long should each poetry reading be?: Allow 5–7 minutes per reader, including a brief introduction or changeover. For a two-hour event, plan around 12–16 readers if you include a 15-minute break.
When should I test the microphones for a poetry night?: Complete a full sound check on the event day, at least 60 minutes before doors open. Test each microphone separately, then check the speaking position from the furthest seat.
How much preparation time does a poetry night venue need?: Allow at least 90 minutes for setup. This covers ventilation, arranging chairs and tables, connecting speakers and microphones, putting out programme booklets, and preparing the drinks area.

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.