Singer-songwriter night checklist

A singer-songwriter night depends on quiet transitions, reliable sound and a room that feels ready before the first guest arrives. Book the artists and venue first, then build the programme, invitations and registration process around the confirmed lineup. In the final week, verify dietary requirements, performer details and every reservation. On the day, allow time to ventilate the room, set the stage, test the sound system and guide the soundcheck before welcoming visitors.

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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

Book artists
Reserve venue
Compile program
Send invitations
2 people
Process registrations
Collect dietary requirements
Share performer information
Test the equipment
2 people
Confirm reservations
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Ventilate room
Set up tables
3 people
Set up chairs
3 people
Set up the stage area
2 people
Connect sound equipment
2 people
Hang lighting
2 people
Hang up decorations
2 people
Set up catering
3 people

Event

Welcome performers
2 people
Guide the soundcheck
2 people
Welcome visitors
3 people
Announce the program
Guide the performances
2 people
Serve snacks
3 people
Refill drinks
2 people
Artist support
Say goodbye to visitors
2 people

Aftercare

Turn off the sound equipment
2 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Return equipment
2 people
Clear away decorations
2 people
Collect lost and found items

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Bar stoolsqty 4
Clothes racksqty 2
Tableclothsqty 8

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 3
XLR cablesqty 6
Instrument cablesqty 6
Extension cordsqty 6
Power stripsqty 4
Guitar stoolsqty 3
Music standsqty 3
Spare batteriesqty 12

Lighting

LED spotlightsqty 4
Mood lightingqty 4
Cable traysqty 8

Tableware

Water glassesqty 80
Wine glassesqty 60
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Scissorsqty 2
Cutting boardsqty 3
Bread knivesqty 2
Pliersqty 4

Decorations

Stage carpet
Menusqty 8
Artist signsqty 3

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Broomqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Confirm the running order and share performer information at least 7 days before the event. Include arrival times, soundcheck slots, set lengths and what each artist needs on stage.
Schedule the soundcheck before doors open, leaving at least 30 minutes between the final equipment test and guest arrival. Test microphones, DI boxes, mixer channels, active speakers and spare batteries rather than checking only the power.
Prepare seating for the expected audience, with clear access to the stage and exits. Keep a few chairs, bar stools or tables unplaced until you know how much space the performers and cable runs require.
Chill drinks and prepare snacks several hours before opening. Set out separate glasses, plates and cutlery, and keep water available for performers throughout the evening.
Open and ventilate the venue before setup begins, then finish lighting and decorations before the soundcheck. Route extension cords and XLR cables through cable trays or along safe edges so they do not cross visitor walkways.

Frequently asked questions

How far in advance should I book artists for a singer-songwriter night?: Contact artists at least 8–12 weeks before the event, especially if you need several performers. Confirm fees, set lengths, arrival times and technical requirements before publishing the programme.
How long should a singer-songwriter soundcheck take?: Allow 10–15 minutes per performer, plus 20–30 minutes for the shared system check. Schedule the full soundcheck at least 60 minutes before doors open so small problems do not delay the welcome.
How many drinks should I buy for a singer-songwriter night?: Plan around 2–3 drinks per guest for the first hour, then 1 drink per person for each additional hour. Add water for every performer and keep a small reserve instead of buying only the exact calculated amount.
When should I send invitations for a singer-songwriter night?: Send the first invitation 3–4 weeks before the event and close registrations 3–5 days before it starts. Use the final registration list to confirm seating, dietary requirements, catering quantities and the number of water glasses needed.

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