Sing-along checklist: organise the music, room and guests

A sing-along works best when the music, lyrics and room setup are ready before guests arrive. This checklist takes you from invitations and dietary requirements to the final microphone and projector test. Allow time to check every song file, create a readable lyric presentation and test the complete setup with the actual speakers. It also covers the jobs that are easy to leave too late, such as chilling drinks, marking allergens and arranging tables, chairs and coats.

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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

Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm reservation
Put together the music repertoire
2 people
Check the lyrics
2 people
Download music files
Back up music files
Create a presentation with text
2 people
Technically test presentation
2 people
Check the equipment
2 people
Compile shopping list
2 people
Do the shopping
2 people
Chill the drinks
2 people
Set up non-perishable supplies
2 people
Prepare snacks
4 people
Mark allergens
2 people
Open venue
2 people
Ventilate room
2 people
Set up tables
3 people
Set up chairs
4 people
Set up the tech table
2 people
Set up speakers
2 people
Connect microphones
2 people
Connect the projector
2 people
Set up the lighting
2 people
Perform sound check
2 people
Test song lyrics
2 people
Set up buffet
4 people
Set out tableware
2 people
Set up drink station
2 people
Hang up decorations
3 people
Hang up the program
Set up the reception desk
2 people

Event

Welcome visitors
3 people
Explain the program
Open the singing evening
Run music and lyrics
2 people
Manage microphones
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Collect tableware
2 people
Announce break
Process song requests
Close the singing evening
Wave goodbye to visitors
2 people

Aftercare

Chill leftover food
2 people
Switch off equipment
2 people
Dismantle technical equipment
3 people
Remove decorations
2 people
Clear away furniture
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the room
3 people
Check toilets
Collect lost and found items
Count inventory
Return items
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 90
Coat racksqty 2

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Laptop
Projector
Projection screen
HDMI cablesqty 2
USB stick
Presentation clicker
Extension cordsqty 4
Power stripsqty 4
Batteriesqty 12

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 50
Serving plattersqty 12
Serving utensilsqty 12

Kitchen

Coolersqty 4
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 2

Decorations

Buntingqty 8
Tableclothsqty 8
Name card holdersqty 4

Lighting

LED string lightsqty 4

Cleaning

Trash binsqty 6
Mopsqty 2
Bucketsqty 2
Broom setsqty 2

Catering

Groceries

Tips

Send invitations early enough to process registrations and collect dietary requirements before you confirm food quantities. Use the final guest count to plan seating, cups, snacks and drinks rather than estimating on the day.
Finish the repertoire and lyric check before downloading the music files. Keep a second copy on a USB stick as well as on the laptop, so a damaged file or connection problem does not stop the sing-along.
Test the presentation with the projector, screen and clicker at least once before the event. Check that every lyric slide is readable from the back row and that the music plays through the active speakers.
Set up the technical table before arranging the rest of the room. Leave clear cable routes, use extension cords and power strips safely, and test both wireless microphones with the mixer and speakers.
Prepare food and drinks early enough to chill beverages and label allergens before guests arrive. Set out serving platters, utensils, reusable cups and tableware only after the room and equipment are in place.

Frequently asked questions

How far in advance should I plan a sing-along?: Start at least 2–3 weeks before the event. That gives you time to send invitations, process registrations, collect dietary requirements, confirm the reservation and build the repertoire.
How many songs do I need for a sing-along?: Plan roughly 10–12 songs per hour, depending on introductions and audience requests. Prepare a little more material than the planned running time so you have about 15 minutes of backup music.
When should I test the sing-along equipment?: Run a complete technical test at least 24 hours beforehand, then repeat the microphone, projector and speaker check when the room opens. Keep 30–45 minutes on site for final connections and troubleshooting.
How much food and drink should I prepare for a sing-along?: Use the final registration count and plan about 2–3 drinks per person for the first hour, then approximately 1 drink per person per additional hour. For snacks, prepare 4–6 small portions per guest and label allergens before serving.

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.