Reading night checklist: what to arrange and when

A reading night runs smoothly when the programme, readers and room setup are arranged in the right order. Start by securing the venue, building the reading programme and confirming who will read before sending invitations. Then track registrations, dietary requirements and final confirmations. On the day, allow time for chairs, tables, the reading corner, refreshments, lighting and a reception desk before guests arrive.

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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

Reserve venue
Compile the reading program
2 people
Arrange readers
Send invitations
2 people
Process registrations
Collect dietary requirements
Send confirmations
Select read-aloud books
2 people
Check the read-aloud books
2 people
Prepare texts
3 people
Order catering
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Clean the room
3 people
Set up tables
3 people
Set up chairs
3 people
Set up reading corner
2 people
Hang up decorations
2 people
Set up the reception desk
2 people
Set up the cloakroom

Event

Welcome visitors
3 people
Explain the program
Guide the reading sessions
2 people
Serve coffee and tea
3 people
Serve snacks
2 people
Refill drinks
2 people
Announce breaks
Support the evening program
2 people
Wave goodbye to visitors
2 people

Aftercare

Collect tableware
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Remove decorations
2 people
Collect lost and found items
Lock up the venue
2 people
Return materials
2 people
Call lost and found

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Stoolsqty 6
Coat racksqty 3
Coat rack

Tableware

Coffee cupsqty 55
Tea glassesqty 55
Water glassesqty 55
Platesqty 60
Pastry forksqty 60
Coffee spoonsqty 60
Serving spoonsqty 8
Water jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Snack plattersqty 8
Serving tongsqty 4
Coolersqty 3

Equipment

Power stripsqty 4
Extension cordsqty 4

Lighting

Standing lampsqty 4
Mood lightingqty 4

Decorations

Tableclothsqty 8
String lightsqty 4
Paper starsqty 30
Welcome sign
Program postersqty 6
Name badgesqty 60
Pensqty 12
Reading booksqty 30
Book standsqty 6

Cleaning

Waste binsqty 4
Washing-up basinsqty 2
Dish brushesqty 3
Spongesqty 6
Mopsqty 3

Catering

Groceries

Tips

Book the venue before confirming the date with readers or sending invitations. Check how many chairs, tables, coat racks and power sockets are available so you know what must be arranged separately.
Build the programme around realistic reading slots. Allow time between readers for introductions, changes of text and questions; a programme with no buffer will usually run late after the first session.
Send invitations with a clear registration deadline, then collect dietary requirements at the same time. Confirm attendance and any food requirements several days before ordering catering and snacks.
Prepare the reading texts before the event and check every book or printout in advance. Mark page numbers, reading order and pronunciation notes so readers are not searching for passages at the microphone or table.
Set up refreshments and lighting before opening the doors. Chill drinks, fill water jugs, place cups and glasses, and test extension cords, power strips and lamps while the room is still empty.

Frequently asked questions

How far in advance should I organise a reading night?: Book the venue and approach readers at least 6–8 weeks ahead. Send invitations around 4 weeks before the event, with a registration deadline about 7 days before the reading night.
How many readers do I need for a reading night?: Plan for roughly 4–8 readers for a programme of 90–120 minutes, depending on the length of each text. Keep individual readings to about 10–15 minutes and include short transitions between them.
How much food and drink should I prepare for a reading night?: For the first hour, allow about 2–3 drinks per person, then provide water throughout the programme. Plan 2–3 small snack or pastry portions per guest, and confirm dietary requirements before placing the catering order.
When should I set up the room for a reading night?: Open the venue at least 2 hours before guests arrive. Set up chairs, tables, the reading corner, reception desk, cloakroom, decorations, refreshments and lighting in that window, leaving the final 15 minutes for a sound and programme check.

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