Song night checklist: what to arrange and when

A song night needs more than a list of performers and a few microphones. You need a clear running order, readable lyrics, tested sound equipment and enough time to handle registrations and dietary requirements. Start by fixing the date, venue and programme, then collect songs and performance details before preparing the room and catering. This checklist keeps the planning in order 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

Set the date and program
2 people
Determine venue and room layout
2 people
Make a venue reservation
Contact performers and supervisors
2 people
Collect performances and songs
2 people
Announce the sing-along evening
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Create final guest list
Schedule the performances
2 people
Check lyrics
2 people
Print song lyrics
2 people
Gather music files
Prepare presentation slides
2 people
Test the equipment at home
2 people
Send artist information
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Sort non-perishable stock
2 people
Keep chilled products refrigerated
2 people
Prepare snacks
3 people
Print the schedule and signs
Set up equipment
2 people

Event

Open hall
2 people
Set up tables
3 people
Arrange chairs in theater setup
3 people
Set up the reception table
2 people
Set up buffet tables
3 people
Set up the coffee and tea station
2 people
Chill drinks
2 people
Arrange snacks on platters
3 people
Place lyric sheets on chairs
3 people
Hang up decorations
2 people
Set up sound system
2 people
Connect microphones
2 people
Set up projector and screen
2 people
Test music and slides
2 people
Welcome performing guests
2 people
Run the sound check
3 people
Give the artist briefing
2 people
Open the entrance and cloakroom
2 people
Welcome guests
3 people
Explain the program
Support the opening song
3 people
Support first performances
3 people
Refill drinks
2 people
Serve snacks
3 people
Announce break
Restock the buffet
2 people
Support the second performances
3 people
Get the audience to sing along
2 people
Perform the closing song
3 people
Give a thank-you speech
Guide departures and the exit
3 people

Aftercare

Collect lost and found items
2 people
Collect tableware and glasses
3 people
Pack leftovers safely
2 people
Switch off equipment
2 people
Take down the sound system
2 people
Pack up projector and screen
2 people
Remove decorations
2 people
Collect waste
3 people
Wash dishes
3 people
Put tables and chairs back
3 people
Clean the room
3 people
Check and clean the restrooms
2 people
Check stock and damage
2 people
Distribute leftover food
2 people
Return borrowed items
2 people
Handle lost and found
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Stoolsqty 6
Coat rack
Clothes hangersqty 70
Buffet tablesqty 3

Tableware

Water glassesqty 80
Wine glassesqty 50
Coffee cupsqty 70
Platesqty 80
Cake platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Teaspoonsqty 70
Serving plattersqty 12
Serving spoonsqty 8
Carafesqty 8
Thermos flasksqty 6

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Microphone cablesqty 3
Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 6
Keyboard
Keyboard stand
Music standsqty 4
Spare batteriesqty 12

Lighting

Atmosphere lightsqty 8
LED light stringsqty 4
Lamp standsqty 4

Decorations

Tableclothsqty 8
Napkin holdersqty 8
Welcome sign
Program standsqty 3
Balloonsqty 40
Paper garlandsqty 6
Sticky tackqty 4
Barrier tapeqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 2
Measuring cupsqty 2
Mixing bowlsqty 4
Serving traysqty 6
Coolersqty 3
Ice cube traysqty 4
Kettlesqty 2
Coffee machinesqty 2
Bread basketsqty 4
Serving tongsqty 6
Aluminum foilqty 2
Food storage containersqty 12

Cleaning

Waste binsqty 6
Trash bag holdersqty 4
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 3
Towel dispensersqty 3

Office

Registration formsqty 80
Pen setsqty 10
Name stickersqty 80
Clipboardsqty 4
Notepadsqty 4
Printer
Printer paperqty 2
Laminating sleevesqty 20
Tapeqty 4
Scissorsqty 4
Markersqty 12
Cash register or cash box
Songbooksqty 80

Catering

Groceries

Tips

Set the running order as soon as the performances are collected. Leave a short changeover slot between acts and send each performer their confirmed time and practical information at least one week before the event.
Test the complete setup at home before moving it to the venue: active speakers, mixer, microphones, stands, cables, laptop, projector, screen and HDMI connections. Check every microphone and presentation slide, not just the music files.
Print lyrics and programme signs before the event day. Prepare at least one lyric copy per participant or table, plus a few spare copies, because last-minute song changes are difficult to handle once guests arrive.
Close registrations early enough to make a final guest list and calculate catering quantities. Collect dietary requirements with the registration and confirm the final numbers before shopping, rather than guessing from invitation responses.
Keep chilled products refrigerated until serving and sort non-perishable supplies separately. Set up buffet tables, glasses, plates, cutlery, water carafes and thermos flasks before performers arrive so the welcome period does not compete with soundcheck.

Frequently asked questions

How far in advance should I plan a song night?: Fix the date and reserve the venue at least 6 to 8 weeks ahead. This gives performers time to confirm songs and leaves room to collect registrations, check lyrics and prepare the programme.
When should I ask performers for their songs?: Ask for song titles, lyrics and technical requirements as soon as they agree to perform, ideally 3 to 4 weeks before the event. Set a final submission deadline at least 10 days before the song night so you can build the running order and test the files.
How long before a song night should I test the equipment?: Do a complete home test 3 to 7 days beforehand, then repeat the soundcheck at the venue on the day. Allow at least 60 minutes at the venue for speakers, microphones, projector, laptop, cables and power connections.
When should I confirm the final guest numbers and catering?: Close registrations 7 to 10 days before the event and make the definitive guest list immediately afterwards. Use that number to calculate food, drinks, tableware and seating before you check the shopping list.

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