Storytelling Evening Checklist

A storytelling evening runs best when the programme, room and technical setup are settled before guests arrive. Confirm the venue and storytellers first, then collect registrations and dietary requirements before planning refreshments and seating. Leave time to test microphones, speakers and lighting in the actual room. This checklist also covers the details that are easy to overlook, such as printed running orders, name badges, chilled drinks and a clear reception area.

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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 venue
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm storytellers
Compile program
2 people
Make reservations
Test the equipment
2 people
Work out the layout
2 people
Check the shopping list
Do the shopping
2 people
Check fresh produce
Prepare snacks
3 people
Print stories and times
Collect materials
2 people

Event

Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception area
2 people
Set up sound system
2 people
Set up lighting
2 people
Hang decorations
2 people
Chill drinks
2 people
Display snacks
2 people
Set out tea and coffee
2 people
Set up the registration table
Welcome the storytellers
2 people
Welcome guests
3 people
Explain the program
Guide the stories
2 people
Serve snacks
3 people
Refill drinks
2 people
Announce break
Say goodbye and ask for feedback
2 people

Aftercare

Store leftovers safely
2 people
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Return materials
2 people

What to bring

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

Furniture

Chairsqty 55
Tablesqty 8
Reception desk
Speaker table
Stoolsqty 4

Tableware

Dinner platesqty 60
Pastry platesqty 60
Glassesqty 70
Coffee cupsqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3

Equipment

Wireless microphonesqty 2
Active speakersqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

Atmosphere lightsqty 8
Light Stripsqty 3

Decorations

Tableclothsqty 8
Name badgesqty 60
Program standsqty 6
Decorative vasesqty 6

Cleaning

Waste binsqty 4
Broom setsqty 2
Mopsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the programme before printing anything. Confirm each storyteller, place the stories in running order and print the final programme and timings only after registrations and speaker availability are settled.
Allow at least 60–90 minutes for setup on the day. Tables, chairs, reception furniture, lighting and the sound system all need to be in place before you begin the microphone test.
Test every microphone, speaker, stand, extension cord and power strip in the room where the event will happen. A sound check 30 minutes before doors open is too late to fix a missing cable or unsuitable power point.
Use registrations to plan the room and refreshments. Count chairs, plates, cups and glasses from the final guest list, and keep a separate note of dietary requirements before shopping or preparing snacks.
Prepare the welcome area before opening the venue. Put out name badges and the programme, chill drinks, fill the tea and coffee station, and place waste bins where guests can find them without interrupting the stories.

Frequently asked questions

How far in advance should I plan a storytelling evening?: Start confirming the venue and storytellers at least 4–6 weeks ahead. Send invitations early enough to close registrations and collect dietary requirements 7–10 days before the event.
How long does it take to set up a storytelling evening?: Allow 60–90 minutes for room setup, followed by at least 20–30 minutes for the sound and lighting check. Add extra time if tables, chairs or equipment must be carried in from another room.
How many drinks should I prepare for a storytelling evening?: Plan roughly 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Include tea and coffee, chilled drinks and water, and adjust the total after checking the final registrations.
When should I print the storytelling programme?: Print the programme and story timings after the storyteller list and running order are final, ideally 1–2 days before the event. Keep one spare copy at the speaker table in case a guest loses theirs.

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