Singer-Songwriter Night Checklist: Plan It in the Right Order

A singer-songwriter night depends on more than booking a few performers. You need a confirmed running order, complete artist information, suitable sound equipment and a room that works for both listening and serving drinks. Start with the venue and artists, then move through registrations, technical planning, shopping and setup. This checklist keeps the work in sequence and highlights details that are easy to leave until the last minute.

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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 venue
Book artists
Compile program
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm artist information
Reserve audio equipment
Gather technical requirements
Create the room layout
Check the shopping list
Do the shopping
2 people
Prepare artist reception
Print the program
Chill drinks
2 people
Prepare snacks
3 people
Clean the room
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the cloakroom
2 people
Set up stage area
3 people
Connect the sound system
2 people
Test microphones
2 people
Set up the lighting
2 people
Briefly rehearse performances
3 people
Set up reception desk
2 people

Event

Welcome performers
2 people
Welcome visitors
3 people
Explain the program
Announce performances
Provide technical support for performances
2 people
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Collect tableware
2 people
Wave goodbye to visitors
2 people

Aftercare

Turn off the sound system
2 people
Dismantle equipment
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Collect lost and found items
Return equipment
2 people
Clear away leftover stock
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Bar stoolsqty 4
Coat racksqty 2
Changing room chairsqty 6

Tableware

Glassesqty 80
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70
Serving traysqty 8

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Monitor speaker
Instrument standsqty 4
Music standsqty 4
Audio cablesqty 12
XLR cablesqty 8
Extension cordsqty 6
Power stripsqty 6

Lighting

LED stage lightsqty 4
Atmosphere lightsqty 8

Catering

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 4
Napkin holdersqty 8
Groceries

Decorations

Tableclothsqty 8
Stage backdrop
Name badgesqty 10

Cleaning

Bucketsqty 2
Mopsqty 2
Spongesqty 6
Hand broomsqty 2
Dustpan and brushqty 2

Tips

Confirm each artist’s technical requirements before reserving audio equipment. Ask about microphones, DI boxes, monitor needs and instrument connections so the sound setup matches the performances.
Set the program before printing invitations or the final program sheet. Include performance lengths, changeover time and at least 10–15 minutes of flexibility for delays.
Finish registrations and dietary requirements before shopping. Use the confirmed guest count to plan snacks, plates, glasses and non-alcoholic drinks rather than guessing on the day.
Test the complete sound system before guests arrive, not just the microphones. Connect the mixer, active speakers, monitor speaker, XLR and audio cables, then check every performance position during a short rehearsal.
Plan the room setup around sightlines and movement. Leave clear access to the stage area, place the cloakroom where guests can find it quickly, and chill drinks at least 2 hours before doors open.

Frequently asked questions

How far in advance should I book artists for a singer-songwriter night?: Aim to confirm the artists 6–8 weeks before the event. This gives you time to compile the program, collect technical details and send accurate invitations.
How long should a singer-songwriter night be?: Allow around 2–3 hours of performances, plus breaks and changeovers. A practical program might use 30–45 minutes per artist with 10–15 minutes between sets.
When should I test the sound equipment?: Complete the full sound check at least 2 hours before guests arrive. Do a brief rehearsal with the microphones, monitor speaker, lighting and each artist’s connections before opening the room.
How many chairs and glasses do I need for a singer-songwriter night?: Prepare one chair per confirmed seated guest, plus 5–10% extra if space allows. For drinks, provide at least 2 glasses per guest and keep additional clean glasses available during the evening.

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