Poetry slam planning checklist

A poetry slam needs more than a microphone and a list of performers. You have to set the rules, recruit poets and judges, manage registrations, prepare scorecards and make sure the sound works before the first poem starts. This checklist puts the work in a practical order, from confirming the venue and program to testing microphones and welcoming the audience. Use it to spot the details that are easy to leave until the last minute, such as poet briefings, dietary requirements and judging paperwork.

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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
Create the program and competition rules
2 people
Contact poets and host
2 people
Approach jury members
Make the venue reservation
Create registration form for poets
Process poet registrations
2 people
Collect visitors' dietary requirements
Send invitations
2 people
Distribute promotional poster
2 people
Process visitor registrations
Reserve equipment and microphones
Prepare judge forms and scorecards
Send the poets’ briefing
Publish the final program
Check the shopping list
Do the shopping
2 people
Pick up the equipment
2 people
Remind the poets and jury
Chill the cold drinks
2 people
Open venue
2 people
Set up tables and chairs
4 people
Set up the stage and speaking area
3 people
Connect the sound system
2 people
Test microphones
2 people
Set up lighting
2 people
Set up registration desk
2 people
Set up judges' table
2 people
Set up the drinks and snack table
2 people
Set out the programs and scorecards
2 people

Event

Welcome and check in poets
2 people
Welcome the audience
3 people
Serve coffee and tea
2 people
Host the opening round
2 people
Guide the first slam round
3 people
Refill drinks
2 people
Serve snack breaks
2 people
Facilitate second slam round
3 people
Collect judging forms
Announce finalists
Lead the final
3 people
Announce the winner
2 people
Supervise the open stage
2 people
See the crowd off
2 people

Aftercare

Pack leftovers safely
2 people
Switch off equipment
2 people
Take down tables and chairs
4 people
Collect and sort waste
3 people
Wash dishes
2 people
Clean the venue
4 people
Collect lost and found items
Return equipment
2 people
Store leftover materials
2 people
Send results and photos

What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Tableclothsqty 8
Speaker table
Judges' table

Equipment

Active speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Mixer
Audio cablesqty 6
Extension cordsqty 6
Power stripsqty 4
Laptop
Timerqty 2

Lighting

LED panelsqty 4
Mood lightingqty 2

Tableware

Glassesqty 100
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Thermos flasksqty 4
Water jugsqty 6

Decorations

Stage curtain
Event banner
Table décorqty 8
Name badgesqty 20

Office

Program flyersqty 100
Scorecardsqty 150
Jury formsqty 30
Pen setsqty 20
Clipboardsqty 8
Tapeqty 4
Writing paperqty 2

Catering

Serving traysqty 6
Coolersqty 4
Drink dispensersqty 2
Groceries

Cleaning

Waste binsqty 6

Kitchen

Corkscrewqty 2

Tips

Set the competition format and scoring rules before opening poet registration. Include time limits, round structure and judging criteria so poets and judges receive the same information.
Book the venue and sound equipment early, especially the microphones, stands, mixer, speakers and cables. A poetry slam depends on clear speech, so leave enough time for a full soundcheck rather than testing only the music or background audio.
Close visitor and poet registration before publishing the final program. Use the responses to confirm dietary requirements, prepare name badges and estimate how many chairs, glasses, cups and refreshments are needed.
Prepare one complete judging pack for every judge: scorecards, jury forms and pens. Print spare copies and check that the timer is ready before the doors open; replacing missing paperwork during the first round is distracting.
Build a fixed event-day setup sequence: open the venue, arrange tables and chairs, prepare the speaking area, connect the sound system and test every microphone. Chill the drinks only after the shopping is checked, so the last hour is not spent solving avoidable shortages.

Frequently asked questions

How far in advance should I organise a poetry slam?: Start at least 6 to 8 weeks before the event. Confirm the venue, host, poets, judges and equipment first, then allow time for registrations, promotion and the final program.
How many judges do I need for a poetry slam?: Plan for at least 3 judges so one unusual score does not determine a round on its own. Prepare a complete set of forms and scorecards for each judge, plus spare copies.
When should I send the poets’ briefing?: Send it 7 to 10 days before the poetry slam, after the rules and running order are settled. Include arrival time, round format, time limits, judging method and any equipment or stage instructions.
How early should I test the microphones at a poetry slam?: Allow at least 60 minutes before doors open to connect the mixer, speakers, cables and microphones and test each channel. Have spare batteries, cables or a backup microphone available before the audience arrives.

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