Singalong evening checklist

A singalong evening runs smoothly when the programme, lyrics and sound system are ready before guests arrive. Start by confirming the date and venue, then collect registrations and dietary requirements while you build the music programme. In the final week, print the lyrics, check the shopping list and test every microphone, cable and speaker. On the day, allow time to arrange seating, set up the buffet, prepare snacks and test the playlist with the lyrics on screen or paper.

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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
Confirm the venue booking
Compile the music program
2 people
Collect singalong lyrics
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Test equipment and microphones
2 people
Print the sing-along lyrics
2 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Set out shelf-stable snacks
2 people
Open venue
2 people
Check venue and toilets
2 people
Set up tables and chairs
4 people
Set up buffet tables
2 people
Set up the cloakroom
2 people
Hang decorations
3 people
Set up lighting
2 people
Set up the sound system
3 people
Set up the playlist and lyrics
2 people
Test microphones and speakers
2 people
Prepare snacks
3 people
Prepare coffee and tea
2 people
Set out dishes and glasses
2 people
Place name and text tables
2 people
Carry out the final safety check
2 people

Event

Welcome guests
3 people
Hand out program and lyrics
2 people
Serve coffee and tea
2 people
Open the sing-along evening
Run music and lyrics
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect used dishes
2 people
Restock buffet and tables
2 people
Announce final singing round
See off guests
3 people

Aftercare

Turn off the sound system
2 people
Clear away food and drinks
3 people
Collect waste
2 people
Wash dishes
3 people
Take down tables and chairs
4 people
Remove decorations and lighting
3 people
Clean the venue
4 people
Return borrowed materials
2 people
Store or discard leftovers
2 people
Store texts and materials

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2
Buffet tablesqty 2
Stoolsqty 4

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Mixer
Laptop
Music standqty 2
Extension cordsqty 5
Power stripsqty 4
Spare batteriesqty 12
HDMI cable
USB stick
Projector
Projection screen

Tableware

Coffee cupsqty 60
Drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Serving tongsqty 6
Coffee potsqty 3
Thermos flasksqty 3

Kitchen

Kettlesqty 2
Cutting boardsqty 2
Chef's knivesqty 2
Bread knivesqty 2
Storage binsqty 6

Decorations

Buntingqty 8
Tableclothsqty 8
Menu standsqty 8
Flower arrangementsqty 6

Lighting

String lightsqty 4
LED lightsqty 6
Extendable lampsqty 2

Cleaning

Waste binsqty 4
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Tea towelsqty 10
Towelsqty 6

Catering

Groceries

Tips

Finish the music programme and collect the lyrics at least 7 days before the evening. That leaves time to print copies and fix missing or unreadable song sheets.
Test the microphones, mixer, active speakers, laptop and projector together at least 2 hours before guests arrive. Keep spare batteries, extension cords and a USB copy of the programme nearby.
Ask for dietary requirements when people register, then confirm registrations 3–5 days before the event. Use the final number to plan seating, glasses, plates and snacks.
Chill drinks several hours before opening the venue, not during setup. Put shelf-stable snacks out first and prepare fresh snacks after the buffet tables and serving utensils are in place.
Build the room in a fixed order: check the venue and toilets, arrange tables and chairs, set up the cloakroom and buffet, then hang decorations and finish the lighting and sound check.

Frequently asked questions

How far in advance should I plan a singalong evening?: Confirm the date and venue at least 4–6 weeks ahead. Send invitations once the booking and basic programme are confirmed, then close registrations about 5 days before the evening.
How many microphones do I need for a singalong evening?: Plan at least 2 working microphones so two people can lead or share announcements. Test both with the speakers and mixer on the day, and keep spare batteries available.
When should I print singalong lyrics?: Print the final lyrics 3–5 days before the event, after the music programme is fixed. Prepare one copy per expected singer, plus roughly 10% extra copies for late additions or damaged pages.
How early should I arrive to set up a singalong evening?: Allow at least 2 hours before guests arrive for room setup, buffet preparation and equipment testing. Add another 30 minutes if the projector, projection screen or sound system is unfamiliar.

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