Reading night checklist and planning guide

A reading night needs more than a list of readers and books. You also need a clear programme, confirmed dietary requirements, reliable room access and a quiet reading area that is tested before guests arrive. This checklist takes you from booking the room to welcoming people at the registration table. Use it to plan the preparation in stages, then leave enough time on the day for seating, lighting, refreshments and last-minute changes.

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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 a room
Compile the reading program
2 people
Confirm the readers
Send invitations
2 people
Process registrations
Collect dietary requirements
Send reminder
Select texts and books
2 people
Print the program
Prepare name badges
Do the shopping
2 people
Chill drinks
Prepare snacks
3 people
Prepare the books
2 people
Collect materials
2 people
Arrange keys and access
Set up tables and chairs
4 people
Set up reading corner
2 people
Set up the registration table
2 people
Set up the catering table
3 people
Hang up decorations
2 people
Set up lighting
2 people
Test the reading area
2 people

Event

Staff the reception desk
2 people
Welcome guests
2 people
Explain the program
Guide the first reading session
2 people
Serve drinks and snacks
3 people
Refill drinks
2 people
Guide the second review round
2 people
Restock break snacks
2 people
Guide the third reading round
2 people
Moderate audience questions
Announce the closing
See guests off
2 people

Aftercare

Dismantle furniture
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Remove decorations
2 people
Pack books and materials
2 people
Register lost and found items
Return materials
2 people

What to bring

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

Furniture

Chairsqty 45
Tablesqty 6
Reading Chair
Side tablesqty 2
Clothes racksqty 2
Coat racksqty 10

Tableware

Coffee cupsqty 50
Water glassesqty 50
Platesqty 50
Forksqty 50
Teaspoonsqty 50
Serving traysqty 6
Water jugsqty 6
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3
Clipboardsqty 2
Pensqty 20

Reading materials

Picture booksqty 12
Book standsqty 3
Bookmarksqty 50

Decorations

Tableclothsqty 6
LED candlesqty 20
Flower arrangementsqty 4
Information boardsqty 4

Lighting

Mood lightingqty 4
Standing lampsqty 2

Cleaning

Waste binsqty 4
Recycling binsqty 2
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm every reader before sending invitations, then include the running order and expected reading length so guests know what the evening involves. Allow at least 10 minutes between the final RSVP deadline and printing the programme.
Send a reminder 2–3 days before the reading night. Ask guests to update dietary requirements at the same time, since snacks and drinks are often prepared too late to adjust safely.
Prepare the reading corner before arranging the catering table. Test the reading chair, book stands, lighting and any extension cords with the actual texts at least 60 minutes before doors open.
Set up registration with name badges, clipboards and pens in one place, and keep a separate coat area nearby. One person should staff the reception desk for the first 20–30 minutes while another welcomes late arrivals.
Chill drinks and prepare snacks on the day, but put out only what fits the first serving period. Keep coffee, tea, water glasses, cups and serving trays together so refreshments do not interrupt the reading area.

Frequently asked questions

How far in advance should I plan a reading night?: Start booking the room and compiling the programme at least 4–6 weeks ahead. Confirm readers before invitations go out, and send the final reminder 2–3 days before the event.
How long should a reading night programme be?: Plan each reading block for about 10–20 minutes, depending on the audience and number of readers. Add a 10-minute buffer between blocks for introductions, book changes and short breaks.
What should I prepare for guests at a reading night?: Prepare name badges, a printed programme, books or picture books, bookmarks, water, hot drinks and snacks. Set up registration, coats and refreshments at least 30 minutes before guests arrive.
When should I test the reading area?: Test the reading chair, book stands and lighting at least 60 minutes before opening. Check that the reader can be heard, the text is visible and cables do not create a trip hazard.

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.