Writers' night checklist: what to arrange and when

A writers' night depends on more than confirmed authors and a room. You also need a clear running order, working microphones, reading lamps, visitor registration and enough cups, glasses and serving items for the catering. Start by confirming the date, programme, venue and contributors, then work towards audience communication and room setup. This checklist keeps the planning in sequence, including the small jobs that are easy to leave until the doors are about to open.

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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 program
2 people
Confirm authors and moderator
2 people
Confirm the venue and room layout
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve equipment and microphones
Calculate catering quantities
2 people
Create the program and schedule
2 people
Collect author information
Collect audience questions
Send a reminder to visitors
Do the shopping
2 people
Chill drinks
2 people
Print programs and name badges
Prepare authors' pieces
Set out the visitor list and pens
Check the hall and toilets
2 people
Set up tables
3 people
Set up chairs
3 people
Place the speaking table and reading lamp
2 people
Connect sound equipment
2 people
Test microphones
2 people
Set up lighting
2 people
Hang up decorations
2 people
Set up the coffee and tea station
2 people
Set up book table
2 people
Set up the reception desk
2 people

Event

Welcome authors and moderator
2 people
Register visitors
3 people
Hand out programs
2 people
Serve welcome drinks
2 people
Give the opening speech
Facilitate the first author interview
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock break snacks
2 people
Lead the second author talk
2 people
Moderate audience questions
Set up the buffet
3 people
Serve the buffet
4 people
Clear tables
3 people
Support the third author talk
2 people
Supervise book sales
2 people
Have authors sign books
2 people
Serve farewell drinks
2 people
See visitors out
2 people

Aftercare

Turn off the sound equipment
2 people
Dismantle the book table
2 people
Collect tableware
3 people
Collect waste
2 people
Clear tables and chairs
3 people
Clean the kitchen and buffet
3 people
Clean the hall and restrooms
2 people
Return borrowed materials
2 people
Store leftover stock

What to bring

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

Furniture

Chairsqty 70
Tablesqty 10
Speaker table
Book tableqty 2
Coat rackqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 8
Serving plattersqty 8
Coffee potsqty 3
Thermos flasksqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 4
Power stripsqty 4
Laptop
HDMI cableqty 2
Power banksqty 2

Lighting

Reading lampsqty 3
Atmosphere lightsqty 6

Decorations

Table runnersqty 10
Flower arrangementsqty 6
Bookendsqty 6
Name badgesqty 10

Kitchen

Coolersqty 3
Water jugsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 6
Bottle openersqty 3

Cleaning

Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the authors, moderator and programme before sending invitations. Include the reading order, expected arrival time and the length of each contribution so the schedule can be shared accurately.
Ask for dietary requirements when registrations open, then calculate catering quantities from the final visitor list. Buy and chill drinks before the event day rather than relying on a last-minute shop.
Book the sound equipment early and test every wireless microphone, stand, speaker, mixer, extension cord and power strip in the actual room. Keep a laptop, HDMI cable and charged power banks available for programme or presentation changes.
Prepare the speaking table with the reading lamp, author pieces and name badges before visitors arrive. Print the programme and set out the visitor list and pens at least 30 minutes before registration starts.
Allow time for a full hall check, including toilets, chairs, tables, lighting and decorations. Put the book table and coat rack where they do not block registration, entrances or the audience’s view of the speakers.

Frequently asked questions

How far in advance should I plan a writers' night?: Confirm the date, venue, authors and moderator at least 6 to 8 weeks ahead. Send invitations once the programme framework is fixed, then close registrations early enough to calculate catering and seating.
When should I send a reminder for a writers' night?: Send the main reminder 3 to 5 days before the event. Include the start time, arrival instructions, venue details and any registration or dietary information visitors still need to provide.
How early should authors arrive at a writers' night?: Ask authors and the moderator to arrive 45 to 60 minutes before the doors open. This leaves time to prepare their pieces, check the reading order and test the microphones without an audience waiting.
How long before the event should I test the microphones?: Run a complete sound check at least 60 minutes before the first reading. Test each microphone with the mixer and speakers in place, then leave 15 minutes for replacing cables, adjusting volume or changing the room layout.

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