Storytelling afternoon checklist: what to arrange and when

A storytelling afternoon needs more than a selection of good stories. You need to coordinate storytellers, registrations, dietary requirements, seating, sound and a separate activity area for children. Use this checklist to work from the programme and guest list to the final room setup. Leave enough time before opening to chill drinks, test the microphone and speaker, prepare the buffet and make the registration table easy to find.

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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
Contact storytellers and guides
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send program to attendees
Select stories and books
2 people
Check reservations
Check the shopping list
2 people
Do the shopping
2 people
Prepare the story corner
2 people
Set up children’s activities
2 people
Chill drinks

Event

Open venue
2 people
Set up tables and chairs
3 people
Hang up decorations
2 people
Test sound equipment
2 people
Set up the buffet and drinks station
2 people
Set up the registration table
Receive participants
3 people
Explain the program
Guide the first storytelling round
2 people
Serve drinks and fruit
2 people
Guide children's stories
3 people
Keep the break area tidy
Lead the evening storytelling
2 people
Serve soup and bread
3 people
Refill drinks
Guide the final storytelling round
2 people
See participants off
2 people

Aftercare

Collect tableware
2 people
Collect waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Put furniture back
3 people
Remove decorations
2 people
Clear away equipment
2 people
Return borrowed items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Stoolsqty 6

Tableware

Glassesqty 50
Mugsqty 45
Platesqty 50
Cutlery setsqty 50

Decorations

Tableclothsqty 6
Buntingqty 8
LED candlesqty 20
Name stickersqty 50

Equipment

Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
Timer

Kitchen

Kettleqty 2
Thermos flasksqty 4
Soup bowlsqty 45
Serving spoonsqty 3
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Washing-up basinsqty 4
Cleaning bucketsqty 2

Lighting

String lightsqty 3

Children's activities

Picture booksqty 25
Story cardsqty 40
Colored pencilsqty 40
Coloring booksqty 20
Cushionsqty 20
Carpetsqty 3

Catering

Groceries

Tips

Set the date and programme before contacting storytellers, then send invitations early enough to collect registrations and dietary requirements before shopping. Share the final programme with attendees several days in advance.
Check reservations and confirm each storyteller or guide before you print or send the programme. A late change affects the story order, timing and any sound equipment needed.
Prepare the story corner separately from the children's activity area. Keep picture books and story cards within reach, and set out colouring books and coloured pencils before participants arrive.
Allow at least 60 minutes for room setup before opening. Arrange tables and chairs, hang decorations, connect extension cords and power strips safely, and test the portable speaker and microphone while the room is quiet.
Set up the drinks station and buffet before the first guests arrive. Chill drinks in advance, fill thermos flasks, and place plates, mugs, glasses, cutlery and serving utensils where guests can use them without interrupting the storytelling. Be ready to serve drinks and fruit during the break.

Frequently asked questions

How long does it take to organise a storytelling afternoon?: Allow at least two to three weeks for contacting storytellers, sending invitations and processing registrations. Reserve the final three to five days for dietary requirements, shopping and confirming the programme.
How early should I arrive to set up a storytelling afternoon?: Arrive at least 60 minutes before doors open for tables, chairs, decorations, activity materials and the registration table. Add another 15 to 20 minutes if the venue or sound equipment is unfamiliar.
What should I prepare for children at a storytelling afternoon?: Prepare one clearly marked activity area with picture books, story cards, colouring books and coloured pencils. Set it up before opening so children can start during the break without staff searching for materials.
How many drinks should I prepare for a storytelling afternoon?: Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Prepare extra mugs or glasses and keep hot drinks in thermos flasks so serving does not interrupt a story.

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