Singer-Songwriter Night Checklist

A singer-songwriter night depends on more than booking an artist and putting out chairs. You need the sound system tested, microphones and instrument connections ready, drinks chilled, dietary options separated, and the stage clear before guests arrive. This checklist puts the work in a useful order, from confirming artist details and registrations to the final sound check and lighting setup. Use it to keep the evening relaxed for performers, guests, and the person running the event.

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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 artist details
Reserve sound system
Send invitations
Process registrations
Collect dietary requirements
Calculate catering quantities
Check the shopping list
Confirm reservations
Print the program
Write artist introductions
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Pack diet options separately
2 people
Charge equipment
Pick up venue keys
Check the venue
2 people
Set up tables
3 people
Set out chairs
3 people
Clear the stage area
2 people
Set up the sound system
2 people
Connect microphones
2 people
Perform sound check
2 people
Set up lighting
2 people
Hang up decorations
2 people
Set up bar and buffet
3 people
Set out dishes and glasses
2 people
Display snacks
3 people
Place programs
Check the entrance area
2 people

Event

Welcome the artist
Guide performer to the stage
Welcome guests
3 people
Serve drinks
2 people
Serve snacks
2 people
Give the opening speech
Guide the first set
Refill drinks
2 people
Restock break buffet
2 people
Guide second set
Moderate audience questions
Lead the final set
Farewell and thank-you speech
See guests out
2 people

Aftercare

Pack leftover food
2 people
Switch off equipment
2 people
Collect tableware
3 people
Collect waste
2 people
Clear tables and chairs
3 people
Clean the room
3 people
Wash dishes
2 people
Remove decorations
2 people
Sort borrowed items
2 people
Return equipment
2 people
Return venue keys

What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Bar stoolsqty 4
Buffet tablesqty 2

Tableware

Water glassesqty 60
Wine glassesqty 60
Coffee cupsqty 50
Platesqty 60
Bowlsqty 30
Cutlery setsqty 60
Serving traysqty 8
Pitcherqty 4

Equipment

Active speakersqty 2
Mixer
Singing microphonesqty 2
Microphone standsqty 2
DI box
XLR cablesqty 4
Instrument cablesqty 4
Extension cordsqty 4
Power stripsqty 4
Guitar stool
Music standsqty 2

Lighting

LED spotlightsqty 4
Atmosphere lightsqty 8
String lightsqty 3

Decorations

Tableclothsqty 6
Stage backdrop
Flower arrangementsqty 4
Program standsqty 4

Kitchen

Coolersqty 3
Thermos flasksqty 4
Coffee maker
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 6

Cleaning

Washing-up tubsqty 2
Broom and dustpan
Mop and bucket

Catering

Groceries

Tips

Confirm the artist’s arrival time, set length, equipment needs, and introduction details at least one week before the event. This gives you time to reserve missing sound equipment or adjust the program.
Complete the sound check before guests arrive, allowing at least 30 minutes to connect the mixer, active speakers, microphones, DI box, XLR cables, and instrument cables. Test every input at performance volume.
Use registration numbers to calculate catering quantities, then add a small buffer rather than shopping by guesswork. Keep dietary options in separately labelled containers so they are easy to identify during service.
Charge microphones, lights, and any other powered equipment the day before. Pack extension cords and power strips together with the sound equipment; they are often forgotten until setup begins.
Collect venue keys early enough to leave at least 90 minutes for setup. Clear the stage area first, then place the guitar stool and music stands before arranging tables, chairs, lighting, and decorations around the performance space.

Frequently asked questions

How early should I start planning a singer-songwriter night?: Start at least 4 weeks before the event. Confirm the artist and venue first, then send invitations, process registrations, collect dietary requirements, and calculate catering quantities.
How long does setup take for a singer-songwriter night?: Allow at least 90 minutes for setup, plus 30 minutes for the sound check. This covers furniture, stage clearance, microphones, speakers, lighting, decorations, and troubleshooting cables or power connections.
How many drinks should I buy for a singer-songwriter night?: Plan for 2 to 3 drinks per person during the first hour, then about 1 drink per person for each additional hour. Include water and allow extra time for chilling drinks before guests arrive.
What equipment is needed for a singer-songwriter night?: Plan for active speakers, a mixer, singing microphones, microphone stands, a DI box, XLR and instrument cables, plus extension cords and power strips. Keep a guitar stool and music stands ready if the artist uses them.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.