Storytime performance checklist

Use this checklist to organise a storytime performance from the first booking to the last visitor. Start by confirming the performer and venue, then manage invitations, registrations, dietary requirements, and the reading text. In the final week, check the programme, visitor list, reservations, shopping, books, and technical equipment. On the day, allow time to ventilate the room, arrange seating and lighting, test the sound, prepare refreshments, and set up a clear reception desk.

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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 the performance and venue
Send invitations
Process registrations
Collect dietary requirements
Select the reading text
Check copyright
Print the program
Print the visitor list
Check reservations
Check the shopping list
Do the shopping
2 people
Prepare books and texts
Test the equipment
2 people
Open venue
2 people
Ventilate room
Set up chairs
3 people
Set up the reading table
2 people
Hang up decorations
2 people
Set up the lighting
2 people
Test sound level
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Set up the reception desk

Event

Welcome visitors
3 people
Distribute program
2 people
Guide visitors to the hall
2 people
Assist the performance
2 people
Refill drinks
2 people
Serve snacks
2 people
Lead the break
2 people
Lead the Q&A session
Wave goodbye to visitors
2 people

Aftercare

Collect tableware
2 people
Store leftovers in the fridge
Sort and dispose of waste
2 people
Wash dishes
2 people
Clean the room
2 people
Clear away chairs and tables
3 people
Remove decorations
2 people
Shut down and store equipment
2 people
Return borrowed materials
Register lost and found items

What to bring

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

Furniture

Chairsqty 70
Tablesqty 6
Reading table
Reading chair
Coat racksqty 4

Equipment

Wireless microphone
Speaker
Microphone stand
Extension cordsqty 3
Power stripsqty 3
Laptop
Presentation clicker

Lighting

LED floor lampsqty 2
Mood lightingqty 2

Decorations

Book-themed bannersqty 4
Colorful buntingqty 2
Tableclothsqty 6
Flower arrangementsqty 3
Book standsqty 3
Directional signsqty 6

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Teaspoonsqty 70
Serving spoonsqty 8

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Coolersqty 2
Cutting boardsqty 2
Kitchen knivesqty 3
Serving plattersqty 8
Serving trays with lidsqty 4
Serving tongsqty 4
Bottle openersqty 2

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 3
Hand broomsqty 2
Trash binsqty 4
Broom and dustpan
Mopqty 2

Catering

Groceries

Tips

Confirm the venue and performance details before sending invitations. Keep the final date, start time, access time, room capacity, and performer requirements in one place so registrations match what the venue can handle.
Choose the reading text early and check copyright before printing or displaying excerpts. Aim to have the final text and programme ready at least 7 days before the performance.
Close registration several days before the event and print the visitor list after the deadline. Check reservations and dietary requirements against the list rather than relying on separate messages.
Test the wireless microphone, speaker, laptop, clicker, extension cords, and power strips before visitors arrive. Leave at least 30 minutes for sound testing, cable placement, and fixing a low or uneven volume.
Set up the room in a clear order: chairs first, then the reading table and chair, lighting, decorations, reception desk, and refreshments. Keep directional signs visible and prepare coffee, tea, water, and snacks before opening the doors.

Frequently asked questions

How far in advance should I organise a storytime performance?: Confirm the performer and venue at least 4 to 6 weeks ahead, especially if the event has limited seating. Send invitations once the date, room, and registration method are fixed.
When should I close registrations for a storytime performance?: Close registrations 2 to 3 days before the performance so you can check reservations, dietary requirements, and the visitor list. Print the final list after the deadline and keep a few blank spaces for late arrivals if capacity allows.
How much time do I need to set up a storytime performance?: Allow 90 minutes before visitors arrive for ventilation, chairs, the reading area, decorations, lighting, refreshments, and the reception desk. Reserve at least 30 of those minutes for testing the microphone, speaker, laptop, and presentation clicker.
How many drinks and snacks should I prepare for a storytime performance?: Plan at least 2 drinks per visitor if refreshments are served before or after the reading, plus water in jugs. Prepare enough snacks for every registered visitor and add a small buffer for late registrations or accompanying adults.

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.