Singing Evening Checklist

A singing evening runs smoothly when the music, room and refreshments are prepared as one plan. Confirm the date, venue, musicians and repertoire early, then open registration and track dietary requirements before ordering catering. In the final week, check every lyric sheet and music part, confirm the participant list and test the sound system. On the day, allow time to arrange chairs, clear the stage area, chill drinks and prepare coffee before guests arrive.

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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

Set the date and program
2 people
Reserve the venue and hall
Confirm the musicians and conductor
2 people
Select songs
3 people
Draft invitations
2 people
Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Finalize the program
3 people
Check lyrics
2 people
Print song lyrics
2 people
Lay out the sheet music
2 people
Test the equipment
2 people
Order catering and drinks
Create final participant list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open hall
2 people
Check the Venue
2 people
Set up chairs
4 people
Set up tables
3 people
Clear the stage area
3 people
Connect sound
2 people
Set up microphones
2 people
Set up music stands
2 people
Set up lighting
2 people
Prepare the lyrics
2 people
Set up the entrance and signage
2 people
Set up the coffee and tea station
3 people
Arrange snacks on platters
2 people
Set up the registration table
2 people
Brief the welcome team
2 people

Event

Welcome singers and musicians
2 people
Welcome visitors
3 people
Check off registrations
2 people
Distribute program
2 people
Perform sound check
2 people
Open the singing evening
Accompany the songs
5 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Clear away break tables
2 people
Guide the second singing block
5 people
Collect song requests
Swap microphones
2 people
Support the third singing block
5 people
Give thanks
Wave goodbye to visitors
3 people
Collect lost and found items

Aftercare

Turn off the sound
2 people
Disconnect equipment
2 people
Collect tableware
3 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the room
4 people
Check toilets
2 people
Put stock back
2 people
Lock up the venue
2 people
Return equipment
2 people
Store leftover materials
2 people
Send thank-you message

What to bring

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

Furniture

Chairsqty 100
Tablesqty 10
Tableclothsqty 10
Coat racksqty 3

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 100
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Milk jugsqty 4
Sugar bowlsqty 4
Coolersqty 4

Equipment

Wireless microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Music standsqty 8
Musical instrumentsqty 4
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 6

Lighting

Standing lampsqty 4

Decorations

Flower arrangementsqty 6
Table décorqty 10
Welcome sign
Program standsqty 4

Office

Program leafletsqty 110
Songbooksqty 100
Sign-up listsqty 4
Name stickersqty 100
Pensqty 20
Tapeqty 4
Scissorsqty 4
Directional signsqty 8

Cleaning

Waste binsqty 8
Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Choose the songs before sending invitations, so guests know what kind of singing evening they are joining. Keep the final repertoire and lyric sheets together rather than changing selections at the last minute.
Set a registration deadline several days before the event. Use the final participant count to order food, prepare seating and identify dietary requirements instead of estimating on the day.
Test wireless microphones, stands, speakers, the mixer and all extension cables in the actual room. Do this at least one day beforehand if possible, because cable lengths and power points are easy to overlook.
Prepare one complete music station for each performer who needs one, including music stands, instruments and the correct music parts. Put the programme and lyric sheets in order before opening the hall.
Start drinks and coffee preparation before guests arrive: chill drinks in coolers, fill thermos flasks and set out cups, glasses, plates and serving trays. These small items are often remembered only when the first refreshments are being served.

Frequently asked questions

How early should I plan a singing evening?: Start booking the venue, musicians and conductor at least 6 to 8 weeks before the event. Finalise the songs and invitations early enough to leave several days for registrations and dietary information.
How many chairs do I need for a singing evening?: Prepare one chair per confirmed participant, plus 5 to 10 extra chairs for late additions or helpers. Keep the stage and microphone area clear rather than filling every available space.
When should I print the song lyrics?: Print the final lyrics and music parts 2 to 3 days before the singing evening, after the repertoire is confirmed. Keep a few spare copies available for late registrations or damaged pages.
How long before the event should I test the sound equipment?: Test the microphones, speakers, mixer and power connections at least 24 hours beforehand, then repeat a short sound check when the hall opens. Allow 30 to 45 minutes on the day for positioning and adjustments.

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.