Storytelling evening checklist

A storytelling evening depends on a calm room, clear timing, and reliable sound. Start by setting the date and program, then secure the venue and storytellers before inviting guests. In the final week, confirm technical requirements, collect dietary information, and prepare the visitor list, name badges, and printed programs. On the day, allow time to charge equipment, check the story corner, chill drinks, and test every microphone before the first guest arrives.

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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
2 people
Confirm storytellers
2 people
Reserve venue
Check technical requirements
2 people
Create a registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Send reminder
Print the visitor list
Prepare name badges
2 people
Print programs
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Sort tableware
2 people
Charge equipment
Inform storytellers

Event

Open venue
2 people
Check rooms
2 people
Set up chairs
3 people
Set up tables
2 people
Set up the story corner
2 people
Hang up decorations
2 people
Set up lighting
2 people
Connect sound equipment
2 people
Test microphones
2 people
Set up the presentation table
2 people
Set up catering
3 people
Mark allergens
Set up the information table
2 people
Hold team briefing
5 people
Welcome the storytellers
2 people
Staff the entrance
2 people
Register visitors
2 people
Welcome visitors
2 people
Explain the program
Announce stories
Keep track of the time between stories
Refill drinks
2 people
Serve snacks
2 people
Collect tableware
2 people
Guide visitors out
2 people
See off the storytellers
Turn off the sound equipment
2 people

Aftercare

Take down the decorations
2 people
Put furniture back
3 people
Collect waste
2 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the room
3 people
Collect lost and found items
Store leftover stock
2 people
Return equipment
2 people
Dispose of waste
2 people
Send thank-you message
Archive photos securely

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Stoolsqty 4
Coat racksqty 2
Tableclothsqty 8

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Audio cablesqty 4
Extension cordsqty 3
Power stripsqty 4

Lighting

Standing lampsqty 4
Mood lightingqty 4
Spare bulbsqty 6

Tableware

Coffee cupsqty 70
Glassesqty 80
Platesqty 80
Forksqty 80
Teaspoonsqty 80
Serving traysqty 8
Pouring jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 2

Decorations

Cotton clothsqty 6
Table lanternsqty 8
Program standsqty 4
Name badgesqty 80
Paper tapeqty 4
Scissorsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Litter pickersqty 2

Catering

Groceries

Tips

Set the date and program before contacting storytellers. Keep the running order specific, including introductions, story slots, breaks, and the planned finish time.
Confirm the venue’s technical setup at least 7 days ahead. Check the active speakers, wireless microphones, mixer, stands, cables, extension cords, and power strips rather than assuming everything is available.
Close registrations 2 to 3 days before the event if possible. Use the final list to prepare name badges, print programs, and follow up on dietary requirements before shopping.
Plan the room around the story corner, not the refreshments. Set chairs so every guest can see the storyteller, leave clear access to coat racks, and keep table service outside the main sightline.
Allow 60 to 90 minutes for setup and testing. Charge equipment, check the rooms and lighting, arrange chairs and tables, prepare snacks and drinks, and run a complete microphone test before opening the venue.

Frequently asked questions

How far in advance should I plan a storytelling evening?: Start 6 to 8 weeks ahead if you need several storytellers or a popular venue. Aim to confirm the program and venue first, then send invitations about 3 to 4 weeks before the evening.
When should I send a reminder for a storytelling evening?: Send the main reminder 2 to 3 days before the event. Include the start time, arrival instructions, and any practical information guests need, then print the visitor list after registrations close.
How long before the event should I test the sound system?: Test the full setup at least 60 minutes before doors open, including microphones, mixer, speakers, cables, and power. Leave another 15 minutes for adjusting volume or replacing a cable.
How many drinks should I prepare for a storytelling evening?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person for each additional hour. Add extra water and allow for coffee or tea service if the program includes a break.

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