Poetry slam checklist: from first booking to final applause

A poetry slam depends on more than a microphone and a list of performers. You need a confirmed venue, clear competition rules, a reliable host and jury, a registration process, and a run sheet that keeps the evening moving. Technical checks matter just as much: test wireless microphones, speakers, the mixer, DI box and power before the audience arrives. This checklist puts the work in order, including the details people often leave until the last day.

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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
Confirm reservations
Draw up competition rules
2 people
Approach jury members
Book host
Confirm technical supplier
Open the participant form
Send invitations
2 people
Post promotion online
Distribute posters
2 people
Process registrations
Confirm participants
Collect dietary requirements
Prepare jury briefing
Develop the run sheet
2 people
Prepare audience cards
Arrange prizes and certificates
Checking equipment and power
2 people
Do the shopping
2 people
Send final information to participants
Pick up venue keys
Ventilate room
Set up tables and chairs
4 people
Set up the speaking area
2 people
Connect sound equipment
2 people
Check lights and cables
2 people
Chill drinks
2 people
Set up coffee station
2 people
Set out snacks
2 people
Set up the jury table

Event

Receive participants
2 people
Register participants
2 people
Welcome the audience
3 people
Explain the program
Perform sound check
2 people
Host the opening round
2 people
Serve drinks
2 people
Refill drinks
2 people
Refill snacks
2 people
Run the competition round
3 people
Announce break
Collect judging forms
Guide the final round
3 people
Guide the audience vote
2 people
Announce the winners
2 people
Coordinate open performances
2 people
See the crowd off
2 people

Aftercare

Switch off equipment
2 people
Collect waste
3 people
Wash dishes
2 people
Put furniture back
4 people
Clean the room
3 people
Check materials
2 people
Return equipment
2 people
Return venue keys
Send thank-you message to participants

What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Tall cocktail tablesqty 4
Judges' table
Changing room rack

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving traysqty 6

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
DI box
Laptop
HDMI cablesqty 2
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8

Lighting

Stage spotlightsqty 3
Mood lightingqty 4

Decorations

Stage backdrop
Welcome sign
Round signsqty 12
Name badgesqty 100
Tableclothsqty 10

Office

Registration formsqty 100
Jury formsqty 30
Markersqty 20
Ballpoint pensqty 30
Clipboardsqty 12
Trophiesqty 3
Certificatesqty 10
Wristbandsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cube traysqty 4
Serving bowlsqty 12
Scissorsqty 4
Bottle openersqty 4

Cleaning

Bucketsqty 3
Floor mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the competition rules before opening participant registration. State the time limit, scoring method, number of rounds and tie-break procedure, then use the same information in the participant form and invitations.
Book the host, jury members and technical supplier early, and confirm each booking in writing. Send the jury briefing and judging forms at least 3 days before the slam so questions do not surface during check-in.
Keep registration and stage logistics separate. Prepare participant name badges, audience cards and a changing-room rack, and send final arrival and performance information to confirmed poets at least 48 hours before the event.
Build the run sheet around fixed transitions: registration, introduction, each round, scoring, breaks and the prize moment. Allow 5–10 minutes for score collection and announcing results after every round.
Test the complete sound chain before doors open: wireless microphones, stands, speakers, mixer, laptop, DI box, HDMI cables and power. Tape or cover cables with cable trays, and keep one tested microphone ready as a backup.

Frequently asked questions

How far in advance should I start organising a poetry slam?: Start at least 6–8 weeks before the event. Confirm the date and venue first, then book the host, jury and technical support before opening the participant form.
When should I open registration for a poetry slam?: Open registration once the rules, venue, date and performance format are confirmed, usually 4–6 weeks before the event. Close it early enough to process entries and confirm the final participant list at least 7 days beforehand.
What sound equipment does a poetry slam need?: Plan for at least one wireless microphone, a microphone stand, speakers, a mixer and a DI box, plus the laptop, HDMI cables, extension cords and power strips your setup requires. Complete a full sound check 2–3 hours before doors open.
How early should participants arrive at a poetry slam?: Ask performers to arrive 60–90 minutes before the start time for registration, name badges, technical questions and the final briefing. Keep the audience check-in separate so late arrivals do not interrupt the sound check or jury preparation.

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.