Singalong afternoon checklist

A singalong afternoon needs more than a playlist and a microphone. You need a confirmed venue, a workable music programme, printed lyrics, tested sound and a clear arrival point for guests. Plan registrations and dietary requirements early, then leave time for shopping, chilling drinks and preparing snacks. On the day, set up the registration desk, tables, chairs, buffet and stage area before connecting and testing the audio equipment.

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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
Compile the music program
2 people
Check music rights
Send invitations
2 people
Process registrations
Collect dietary requirements
Create final guest list
Plan deliveries and shopping
Gather music files
Print song lyrics
2 people
Prepare name badges
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Check rooms
2 people
Set up tables
3 people
Set out chairs
3 people
Set up the stage area
2 people
Connect sound equipment
2 people
Test the music
2 people
Hang decorations
2 people
Set up the buffet and drinks table
3 people
Place song lyrics on tables
2 people
Set up the registration table
Brief volunteers
2 people

Event

Welcome guests
3 people
Serve coffee and tea
3 people
Deliver the welcome speech
Guide the first singing round
2 people
Serve snacks
3 people
Refill drinks
2 people
Announce break
Guide the second singing round
2 people
Serve dinner
4 people
Collect song requests
Lead the third singing round
2 people
Handle farewell and thank-you speech
See off guests
3 people

Aftercare

Turn off the sound equipment
2 people
Collect tableware
3 people
Safely clear away food
2 people
Clear tables and chairs
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Check and store materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Registration desk
Stage elementsqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Teaspoonsqty 70
Serving plattersqty 12
Serving tongsqty 6

Equipment

Active speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Audio mixer
Laptop
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3

Decorations

Tableclothsqty 8
Paper garlandsqty 8
Flower arrangementsqty 6
Name badgesqty 70
Pensqty 12

Catering

Song lyricsqty 70
Program bookletsqty 70
Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Waste binsqty 6

Lighting

Standing lampsqty 4
Mood lightingqty 4

Tips

Confirm the date and venue before sending invitations, then set a registration deadline that gives you at least 7 days to create the final guest list and collect dietary requirements.
Build the music programme before gathering files and printing lyrics. Allow time to check music rights and print enough lyric sheets for every table, plus a small spare stack.
Test the full sound setup before guests arrive: laptop, mixer, active speakers, microphones, stands, extension cords and power strips. A 30-minute test catches missing cables and volume problems while there is still time to fix them.
Plan deliveries and shopping around the serving time. Chill drinks before opening, prepare snacks close enough to serving, and keep coffee equipment, cups, glasses, plates and cutlery together at the drinks and buffet tables.
Open the venue early enough for two setup phases: first tables, chairs, registration and stage elements; then decorations, lyrics, name badges, buffet items and the final music test. Keep the registration desk near the entrance so arrivals do not interrupt the singing area.

Frequently asked questions

How far in advance should I plan a singalong afternoon?: Confirm the date and location at least 4 to 6 weeks ahead. Send invitations early enough to close registrations at least 7 days before the event, leaving time for the final guest list, dietary requirements and shopping.
How many songs should a singalong afternoon include?: Allow about 4 to 5 minutes per song, including introductions and pauses. A two-hour programme usually fits around 20 to 25 songs, with a short break for drinks and snacks.
When should I print the lyrics for a singalong?: Print the lyrics after the music programme and files are final, ideally 3 to 5 days before the afternoon. Prepare one copy per expected guest or table position, plus at least 10% spare copies.
How early should I set up the sound equipment?: Start connecting the laptop, mixer, microphones and speakers at least 60 minutes before guests arrive. Reserve the final 30 minutes for a complete music and microphone test after the furniture and stage area are in place.

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