Poets' Evening checklist: from first booking to final microphone test

A Poets' Evening depends on more than collecting poems and putting out chairs. Confirm the venue and programme early, give poets clear deadlines, and leave time to test every microphone before guests arrive. This checklist covers the practical order: registrations and dietary requirements, catering, equipment, room setup and the final update to performers. Use it to see what needs booking, buying or checking before the audience takes its seats.

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
Record program and schedule
2 people
Invite poets
Collect performances and texts
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the poets' program
Test equipment and microphones
2 people
Determine catering quantities
2 people
Confirm reservations
Check the shopping list
Do the shopping
2 people
Prepare snacks
3 people
Update the poets again
Pick up venue keys
Ventilate room
Set up tables
3 people
Set out chairs
3 people
Set up the stage area
2 people
Set up the sound system
2 people
Test microphones
2 people
Set up lighting
2 people
Hang up decorations
2 people
Set up book table
Prepare coffee and tea
2 people
Display snacks
2 people
Set up reception desk

Event

Welcome visitors
3 people
Explain the program
Announce the poets
Adjust sound level
Serve break drinks
3 people
Refill snacks
2 people
Refill drinks
2 people
Refill coffee and tea
2 people
Guide visitors outside
2 people

Aftercare

Turn off the sound equipment
2 people
Clear away food and drinks
3 people
Collect waste
2 people
Wash dishes
3 people
Clean the room
3 people
Put furniture back
3 people
Remove decorations
2 people
Check equipment and materials
2 people
Return borrowed items
2 people
Store leftover catering
2 people

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Speaker table
Book table
Changing room rack

Tableware

Coffee cupsqty 70
Water glassesqty 70
Pastry platesqty 70
Teaspoonsqty 70
Serving bowlsqty 8
Serving plattersqty 8

Kitchen

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

Equipment

Active speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Mixer
Audio cablesqty 6
Extension cordsqty 6
Power stripsqty 4
Laptop
Music player
Spare batteriesqty 12

Lighting

Standing lampsqty 4
LED string lightsqty 4

Decorations

Stage backdrop
Tableclothsqty 8
Candleless lanternsqty 6
Program standsqty 4
Adhesive hooksqty 20
Tapeqty 3
Scissorsqty 3

Catering

Groceries
Bottle openersqty 3
Corkscrewsqty 3
Ice packsqty 12
Cash box
Payment terminal
Price tagsqty 20
Pitchersqty 6
Water jugsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 3
Towel dispensersqty 3

Tips

Set the programme deadline before publishing it. Collect each poet’s performance and text details early enough to build a running order, then send the final programme to both poets and guests.
Test the full sound setup before doors open, not just the microphones. Connect the active speakers, mixer, microphone stands, audio cables and power supplies, then run a short spoken-word check from the stage area.
Plan catering from confirmed registrations and dietary requirements. Prepare serving bowls, platters, tongs, cups, glasses and plates before guests arrive so refreshments do not compete with the performances.
Allow a separate setup window for the room. Put out tables and chairs, arrange the stage area, adjust standing lamps and string lights, and ventilate the room before the audience enters.
Confirm access and practical details on the day. Pick up the venue keys, check reservations and the shopping list, then send poets one final message with arrival time, programme order and any changing-room arrangements.

Frequently asked questions

How far in advance should I invite poets for a Poets' Evening?: Invite poets several weeks before the event so they have time to accept, send their performance details and mention access needs. Set a firm submission deadline before you publish the programme.
When should I publish the poets' programme?: Publish it after registrations and performance details are complete, ideally at least 5 to 7 days before the evening. Send the same final version to the poets so nobody is surprised by the running order.
How early should I set up the sound system?: Start the sound setup at least 90 minutes before guests arrive. Keep 30 minutes for testing every microphone, speaker, cable and power connection, including a spoken-word rehearsal at the stage.
How many drinks should I prepare for a Poets' Evening?: For the first hour, plan on 2 to 3 drinks per guest, then roughly 1 drink per person for each additional hour. Add extra water and hot drinks if the programme lasts several hours or includes a break.

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.