Storytelling evening checklist

A storytelling evening runs smoothly when the programme, speakers and room setup are locked in before guests arrive. Confirm the venue and reservations first, then collect registrations, dietary requirements and story timings. In the final week, check the microphone, lighting, seating and refreshments. On the day, leave enough time to prepare the speaking area, registration desk and buffet before welcoming storytellers and audience members.

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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
Make reservations
Send invitations
Process registrations
Collect dietary requirements
Compile program
2 people
Confirm storytellers
Collect stories and times
Send audience information
Check materials
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Check the venue
2 people
Set up tables
3 people
Set out chairs
3 people
Set up the speaking area
2 people
Test sound equipment
2 people
Set up lighting
2 people
Hang decorations
2 people
Set up the buffet
3 people
Set up registration desk
2 people

Event

Welcome the storytellers
2 people
Register visitors
3 people
Serve coffee and tea
2 people
Announce the opening story
Guide storytelling blocks
2 people
Serve snacks
2 people
Refill drinks
2 people
Announce break
Restock the buffet
2 people
Pass around the microphone
Announce the final story
Handle the closing
See visitors out
2 people

Aftercare

Clear away food scraps
2 people
Wash dishes
3 people
Collect waste
2 people
Clear tables and chairs
3 people
Switch off equipment
2 people
Clean the room
3 people
Pack up materials
2 people
Lock up the venue
Return borrowed items
2 people
Keep lost and found items
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
Lectern
Coat racksqty 2
Stoolsqty 4

Tableware

Coffee cupsqty 60
Tea glassesqty 60
Water glassesqty 60
Platesqty 60
Pastry forksqty 60
Teaspoonsqty 60
Serving utensilsqty 8
Coffee potsqty 3
Teapotsqty 3
Serving plattersqty 8
Thermos flasksqty 4

Equipment

Wireless microphone
Portable speaker
Microphone stand
Extension cordsqty 3
Power stripsqty 3
Rechargeable batteriesqty 6

Lighting

Standing lampsqty 4
Mood lightingqty 4

Decorations

Tableclothsqty 6
Name badgesqty 60
Pensqty 12
Program flyersqty 70
Menusqty 6
Bouquet vasesqty 6
Table signsqty 6

Kitchen

Water jugsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 3
Serving tongsqty 4
Coolersqty 3
Cutting traysqty 4

Cleaning

Washing-up basinsqty 4
Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brush
Waste binsqty 4

Catering

Groceries

Tips

Set the programme before sending the final audience information. Include each storyteller’s name, story title or theme and expected duration so the evening does not run over.
Confirm dietary requirements during registration and review them before shopping. Prepare refreshments early enough to chill drinks and arrange snacks before the first guests arrive.
Test the wireless microphone, portable speaker and microphone stand in the actual speaking area. Keep extension cords, power strips and rechargeable batteries ready rather than troubleshooting during the event.
Plan the room around listening: place chairs so every guest can see the lectern or speaking area, and check that tables, coat racks and the registration desk do not block movement.
Set aside a clear arrival window before the advertised start time. Open the venue, check the room, put out name badges and programme flyers, then welcome storytellers before registering the audience.

Frequently asked questions

How far in advance should I organise a storytelling evening?: Confirm the venue and make reservations at least 6 to 8 weeks ahead. Send invitations once the date, location and basic programme are reliable, then collect registrations and dietary requirements before final shopping.
How long should each story be at a storytelling evening?: Allow 5 to 10 minutes per story unless your programme states otherwise. Collect the story timings in advance and add short transitions so the full programme includes breaks and does not run beyond the planned finish.
When should I test the sound equipment?: Test the wireless microphone, speaker and microphone stand during the room setup, ideally 60 to 90 minutes before guests arrive. Test from the storyteller’s position, not only beside the speaker.
What should I do on the day of a storytelling evening?: Open and check the venue first, then set out tables and chairs, prepare the speaking area, test sound and lighting, and arrange the buffet. Aim to finish the room setup at least 30 minutes before registration begins.

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.