Singalong evening checklist

A singalong evening needs more than a playlist and a few microphones. You need time to collect registrations and dietary requirements, check every lyric sheet, prepare the music files, and test the sound setup before guests arrive. Plan the room around clear sightlines to the lyrics and enough space for chairs, drinks, and coats. This checklist takes you from the first invitation to welcoming visitors and handing out the songs.

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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
2 people
Collect dietary requirements
Reserve venue
Put together the music repertoire
2 people
Check the lyrics
2 people
Print song lyrics
2 people
Prepare music files
Confirm reservations
Do the shopping
3 people
Check materials
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up tables
3 people
Set up chairs
4 people
Set up the buffet
2 people
Set up the cloakroom
2 people
Hang decorations
2 people
Connect sound equipment
2 people
Test microphones
2 people
Prepare song lyrics
2 people
Clean the room
3 people

Event

Guide arrivals
3 people
Register visitors
2 people
Hand out song lyrics
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Operate sound equipment
2 people
Lead singalong booklets
2 people
Collect song requests
Manage the cloakroom
2 people
Announce the final round
Wave goodbye to visitors
3 people

Aftercare

Turn off the sound equipment
2 people
Pack leftover food
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Collect waste
3 people
Clean the room
3 people
Collect lost and found items
Check materials
2 people
Return borrowed 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 70
Coat racksqty 2

Tableware

Glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Laptop
Microphone standsqty 2
Music standsqty 4
Extension cordsqty 4
Power stripsqty 4

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Tongs and serving spoonsqty 8
Small bowlsqty 12

Decorations

Tableclothsqty 8
Buntingqty 8
Name badgesqty 80

Lighting

String lightsqty 4

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Start the repertoire and lyric check at least 7 days before the evening. This leaves time to replace missing lyrics, correct awkward page breaks, and prepare the music files before printing.
Allow 30–45 minutes for the sound check before doors open. Test both wireless microphones, the mixer, active speakers, laptop connection, microphone stands, and every extension cord at the volume you will actually use.
Set up the room at least 90 minutes before arrivals. Arrange chairs so everyone can see the music stands or lyric sheets, then set up tables, the buffet, cloakroom, decorations, and string lights.
Chill drinks for at least 4 hours when possible, and prepare snacks 30–45 minutes before serving. Keep separate serving bowls and utensils available for dietary requirements collected during registration.
Print or prepare 10–15% more lyric sheets than confirmed guests. Keep the extra copies at the welcome table so late registrations or damaged pages do not interrupt the first songs.

Frequently asked questions

How far in advance should I plan a singalong evening?: Start 2–3 weeks ahead for invitations, venue arrangements, and registrations. Finish the repertoire, lyric checks, shopping, and equipment confirmation at least 7 days before the event.
How many microphones do I need for a singalong evening?: Two wireless microphones are a practical starting point for a small or medium group: one for the host and one for singers or announcements. Test them through the mixer and speakers at least 30 minutes before guests arrive.
How many lyric sheets should I print for a singalong?: Prepare one copy per confirmed guest plus 10–15% extra. For 40 registered guests, print or prepare 44–46 copies and keep them together at the welcome table.
When should I set up the room for a singalong evening?: Begin the physical setup 90 minutes before arrivals and reserve another 30–45 minutes for the sound check. Put out chairs, tables, lyric sheets, drinks, and snacks only after the layout and equipment connections are working.

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.