Poetry Night Checklist and Planning Guide

A poetry night runs smoothly when the programme, performers and technical setup are confirmed before invitations go out. This checklist takes you from choosing the date and venue to the final sound check, with practical reminders for registrations, dietary requirements, printed programmes and refreshments. Allow extra time for microphones, speakers and cable checks, especially when several poets share the stage. On the day, open the venue early enough to arrange seating, catering, signs and the performance area before guests arrive.

Organize this event for free with Lizzt

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
Draw up the running order
Reach out to poets and performers
2 people
Confirm performances and times
Send invitations
2 people
Process registrations
Collect dietary requirements
Gather technical requirements
Reserve microphones and speakers
Calculate catering quantities
Compile program
2 people
Have programs printed
Send route and reception information
Do a final check of registrations
Do the shopping
2 people
Chill drinks
2 people
Setting up shelf-stable catering
2 people
Open venue
2 people
Check the venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the stage area
2 people
Set up sound equipment
2 people
Connect microphones
2 people
Perform sound check
2 people
Set up lighting and ambient lighting
2 people
Hang up decorations
2 people
Put up the information board
Set up the reception table
2 people
Prepare attendance list
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Provide the speaker briefing

Event

Welcome the audience
3 people
Hand out programs
2 people
Give the opening speech
Guide the presentations
2 people
Announce break
Serve snacks and drinks
3 people
Refill drinks
2 people
Collect used dishes
2 people
Guide the second presentation block
2 people
Support public performances
2 people
Give the closing speech
See off guests and manage departure
3 people

Aftercare

Turn off the sound equipment
2 people
Remove decorations
2 people
Dismantle furniture
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Gather borrowed materials
2 people
Return equipment
2 people
Store remaining catering

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Speaker table
Stoolsqty 4
Clothes racksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 90
Platesqty 80
Forksqty 80
Coffee spoonsqty 70
Serving plattersqty 10
Serving tongsqty 6

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 4
Power stripsqty 4
Laptop
HDMI cable

Lighting

LED ambient lightsqty 8
String lightsqty 4

Decorations

Poetry postersqty 12
Table runnersqty 8
Vasesqty 8
Flower arrangementsqty 8
Name badgesqty 20
Directional signsqty 6
Tapeqty 4
Scissorsqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 4
Broomsqty 2
Dustpansqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Build the running order as soon as performers confirm, then allow a few minutes between readings for introductions, microphone changes and applause. Send each poet their performance time rather than only sharing the full programme.
Ask for dietary requirements when processing registrations, not during the final setup. Recheck the registration list before shopping so catering quantities match the confirmed number of guests.
Treat the sound check as a separate task, not a quick test. Connect every microphone, speaker, stand, mixer and cable, then test from the furthest seat in the room.
Print programmes and prepare directional signs before opening the venue. Guests often need clear guidance to reception, seating and the performance area while the organisers are still handling arrivals.
Chill drinks and set up shelf-stable food before guests arrive, while keeping serving platters, tongs, cups, glasses, plates and cutlery together. This prevents a last-minute search for tableware once the first performers are ready.

Frequently asked questions

How far in advance should I organise a poetry night?: Confirm the date, venue and headline performers at least 6 to 8 weeks ahead. Send invitations and open registrations once the running order and basic programme are reliable.
How long should a poetry night programme be?: Plan each reading with its introduction and transition time included, then add a 10- to 15-minute break for events longer than 90 minutes. Finish the running order before printing programmes.
How many microphones do I need for a poetry night?: Plan for at least one working microphone for the reader and one spare if several performers are appearing. Test all microphones, stands, speakers, mixer connections and extension cords during a dedicated sound check.
When should I do the final guest and catering check?: Review registrations and dietary requirements 2 to 3 days before the event, then shop after that check. On the event day, allow at least 2 hours before doors open for venue checks, seating, catering and sound setup.

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.