Writers' festival checklist and planning guide

A writers’ festival depends on a clear programme, confirmed authors and a registration process that works before the first session starts. Plan the day in stages: secure the date and venue, shape the programme, confirm speakers and moderators, then publish registration details. In the final week, print the programme and author information, prepare badges and the book tables, and test every microphone, laptop and projector. This checklist also helps you catch practical details such as dietary requirements, directions, drinks and spare batteries.

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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 date and location
2 people
Compile program
3 people
Contact authors
2 people
Confirm authors
2 people
Finalize moderators
2 people
Gather technical requirements
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Confirm registrations
2 people
Put the program online
Have the program printed
Publish directions
Order catering
2 people
Check reservations
Check the shopping list
2 people
Do the shopping
3 people
Prepare the book table
2 people
Print author information
Make name badges
2 people
Print registration list
Test the equipment
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Check the rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the speaking area
3 people
Set up book table
2 people
Set up the registration table
2 people
Set up the catering buffet
3 people
Set out coffee and tea
2 people
Put out program brochures
2 people
Lay out name badges
Set up microphones
2 people
Check presentations
2 people

Event

Welcome authors
2 people
Register visitors
4 people
Distribute program
2 people
Deliver the welcome speech
Moderating the first author talk
2 people
Serve coffee and tea
3 people
Staff the book table
2 people
Refill drinks
2 people
Facilitate the second author talk
2 people
Support the workshop space
2 people
Serve snacks
3 people
Clear away break tables
2 people
Announce evening program
Moderating literary readings
2 people
Serving the dinner buffet
4 people
Distribute diet meals
Collect plates and glasses
3 people
Lead the closing interview
2 people
Handle the final round of drinks
2 people
Give a thank-you speech
Guide visitors to the exit
2 people

Aftercare

Store leftovers safely
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Switch off the equipment
2 people
Clean the venue
4 people
Remove decorations
2 people
Collect lost and found items
Lock up the venue
2 people
Return rental items
2 people
Return leftover books
Collect expenses
Send thank-you messages
2 people

What to bring

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

Furniture

Chairsqty 160
Tablesqty 18
Tall cocktail tablesqty 6
Registration desk
Book tablesqty 4
Speaker tableqty 2
Lecternsqty 2
Coat racksqty 3
Table linenqty 12

Equipment

Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Spare batteriesqty 16
USB sticksqty 3

Tableware

Coffee cupsqty 160
Glassesqty 220
Dinner platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Coffee spoonsqty 160
Serving plattersqty 20
Serving utensilsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Scissorsqty 4
Measuring cupsqty 3
Serving tongsqty 8
Food warmersqty 6
Tea towelsqty 12

Decorations

Book cratesqty 12
Table décorqty 12
Book table signsqty 4
Welcome sign
Directional signsqty 8
Photo wallsqty 2
Clipboardsqty 6
Chalkboardsqty 4
Chalk markersqty 12
Flower arrangementsqty 8

Lighting

LED string lightsqty 6
LED spotlightsqty 6
Desk lampsqty 4

Office

Name badgesqty 180
Badge holdersqty 180
Program leafletsqty 180
A4 printing paperqty 2
Ballpoint pensqty 30
Pen holdersqty 6
Notepadsqty 30
Markersqty 24
Name stickersqty 200
Tapeqty 6
Staplersqty 3
Locker key tagsqty 20

Cleaning

Waste binsqty 12
Bucketsqty 4
Mopsqty 4
Broomqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 6
Disinfectant sprayqty 4
Dish brushesqty 4
Draining racksqty 4
Laundry basketsqty 4

Catering

Groceries

Tips

Confirm the venue layout before ordering furniture. Allow space for a registration desk, book tables, a speaker table, lecterns, coat racks and clear routes between sessions.
Set a firm deadline for author confirmations and technical requirements, ideally 2–3 weeks before the festival. Use the final information to prepare moderator notes, printed author details and name badges.
Close or review registrations at least 3 days before the event. Print the registration list, check reservations and send the final programme, directions and arrival information to attendees.
Test the full AV setup no later than the day before: wireless microphones, stands, speakers, mixer, laptop, projector and screen. Keep extension cords, power strips, gaffer tape, USB sticks and spare batteries together at the control point.
Plan refreshments by service time, not just headcount. Chill drinks and prepare snacks before doors open, then check that coffee machines, cups, glasses, plates, cutlery, serving platters and utensils match the catering plan.

Frequently asked questions

How far in advance should I organize a writers' festival?: Start at least 8–12 weeks ahead if authors, moderators and a multi-session programme are involved. Confirm the date and venue first, then allow several weeks for author replies, registration and programme changes.
When should authors be confirmed for a writers' festival?: Aim to have authors and moderators confirmed 4–6 weeks before the event. Set a final technical-information deadline about 2–3 weeks before the festival so the equipment and programme can be finalized.
When should registration close for a writers' festival?: Review registrations and dietary requirements at least 3 days before the event. Use that information to confirm reservations, prepare the registration list and give the caterer a reliable final count.
When should I test the equipment for a writers' festival?: Test the complete setup at least 1 day before the festival, including microphones, speakers, mixer, laptop, projector and screen. Do a short sound and presentation check again before the first session starts.

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