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, confirmed technical requirements, enough seating, and a reliable way to welcome guests and guide performers. This checklist takes you from confirming the date and venue to testing microphones and opening the room. It also covers details people often leave too late, such as collecting poet information, sharing the reading schedule, chilling drinks, and printing the contact list.

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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
Make reservations
Draw up the program and schedule
2 people
Confirm poets and host
Send invitations
2 people
Publish promotion
2 people
Process registrations
Collect dietary requirements
Collect poet information
Gather technical requirements
Distribute the reading schedule
Check the shopping list
2 people
Do the shopping
2 people
Store drinks refrigerated
2 people
Prepare snacks
3 people
Print the run sheet and contact list
Open venue
2 people
Check the venue
2 people
Set up tables and chairs
4 people
Set up speaking table
2 people
Set up the cloakroom
2 people
Hang up decorations
2 people
Set up the reception table
2 people
Connect the sound system
2 people
Test microphones
2 people
Set up lighting
2 people
Prepare coffee and tea
2 people
Display snacks and drinks
3 people

Event

Welcome the poets
2 people
Welcome visitors
3 people
Open the program
Announce the poets
Serve snacks
3 people
Refill drinks
2 people
Lead the break
2 people
Moderate the Q&A
Arrange farewell and thank-you
2 people
See visitors out
2 people

Aftercare

Collect tableware
3 people
Sort and remove waste
2 people
Clear tables and chairs
4 people
Take down the sound system
2 people
Wash dishes
3 people
Clean the room
3 people
Remove decorations
2 people
Return borrowed items
2 people
Keep lost and found items
Archive photos and files
Send thank-you messages

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Speaker table
Coat rackqty 2
Stoolsqty 4

Tableware

Coffee cupsqty 70
Drinking glassesqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10
Serving tongsqty 6
Coffee potsqty 3
Thermos flasksqty 4
Water jugsqty 6

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Audio mixer
Audio cablesqty 6
Extension cordsqty 3
Power stripsqty 5
Clipboardsqty 3

Lighting

Atmosphere lightsqty 6
Battery lampsqty 10

Decorations

Tableclothsqty 8
Menu standsqty 8
Program postersqty 6
Name badgesqty 20

Cleaning

Waste binsqty 5
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Dish brushesqty 3

Catering

Coolersqty 3
Serving traysqty 6
Ice cube traysqty 4
Corkscrewqty 2
Bottle openersqty 3
Ice packsqty 12
Groceries

Tips

Confirm the poets, host, running order, and technical requirements before you publish the event. Ask each reader about microphone, stand, seating, and timing needs at least 7 days in advance.
Send the reading schedule to every poet and the presenter no later than 3 days before the event. Include arrival times, reading order, set lengths, and one contact number for last-minute changes.
Check the guest list for dietary requirements as soon as registrations arrive, then review the shopping list 2 days before the poetry night. This gives you time to adjust snacks, coffee, water, and serving supplies.
Allow at least 60 minutes before doors open to arrange chairs, tables, the speaking table, coat area, reception table, lighting, and decoration. Keep the printed run sheet and contact list at the reception table.
Test the full sound chain before guests arrive: active speakers, mixer, audio cables, power strips, extension reels, microphone stands, and both wireless microphones. Test each microphone from the speaking position, not only beside the mixer.

Frequently asked questions

How far in advance should I plan a poetry night?: Start confirming the date, venue, poets, and presenter at least 4 weeks ahead. Publish invitations and promotion once the programme and key logistics are fixed, ideally 2 to 3 weeks before the event.
How long should a poetry night programme be?: Plan each poet’s reading in minutes and add 5 to 10 minutes between sections for introductions, movement, and technical adjustments. A running order with 6 to 8 readers commonly needs around 90 to 120 minutes, excluding arrival and refreshments.
When should I test the microphones for a poetry night?: Connect and test the speakers, mixer, cables, stands, and microphones at least 60 minutes before guests arrive. Repeat a short sound check from the speaking table and keep spare batteries or a backup microphone available if the equipment requires them.
How many chairs and glasses do I need for a poetry night?: Set out one chair per confirmed guest, plus 5 to 10% extra if the room allows. For drinks, plan roughly 2 glasses per guest for the first hour, then add more for water, coffee, and any later servings.

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