Writers' Night Checklist and Planning Guide

A writers' night depends on more than a list of readers. You need a booked room, a confirmed running order, working microphones, clear audience information and a simple refreshment setup. Start by fixing the date and inviting authors, then collect bios and readings before finalising the programme. In the final week, print programmes and signs, check registrations, and confirm every technical item. On the day, allow time to open the hall, test the sound and check the toilets before guests arrive.

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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
Invite authors and performers
2 people
Draw up the program and schedule
2 people
Book the room
Make a seat reservation
Reserve technical supplies
Send invitations
2 people
Publish event online
Distributing posters
2 people
Process registrations
Collect dietary requirements
Collect author bios
Readings received
Finalize the program
2 people
Send confirmation to authors
Check audience list
Make name tags for authors
Print programs
Print route and room signs
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open hall
2 people
Check the hall and toilets
2 people
Set up tables and chairs
4 people
Set up a reading area
2 people
Test microphones and speaker
2 people
Set up lighting
2 people
Hang decorations
2 people
Set up the reception desk
2 people
Set up book table
2 people
Set up the coffee and tea station
2 people
Set out snacks
2 people

Event

Welcome authors
2 people
Welcome the audience
3 people
Check off registrations
2 people
Hand out programs
2 people
Give the opening speech
Announce the authors
Operate microphones
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock the book table
Collect audience questions
Arrange for authors to be guided during signings
2 people
Deliver farewell speech
Guide the audience to the exit
2 people

Aftercare

Collect lost and found items
2 people
Clear away food and drinks
3 people
Wash dishes
3 people
Sort and remove waste
2 people
Put furniture back
4 people
Switch off and pack up equipment
2 people
Remove decorations
2 people
Clean the hall and kitchen
4 people
Clean the restrooms
2 people
Lock up the venue
2 people
Return borrowed items
2 people
Store leftover materials
2 people
Send thank-you message to authors
Send a thank-you message to volunteers

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Tableclothsqty 8
Speaker table
Book tableqty 2
Coat racksqty 2

Tableware

Coffee cupsqty 70
Tea glassesqty 70
Water glassesqty 70
Dessert platesqty 70
Teaspoonsqty 70
Serving spoonsqty 8

Equipment

Wireless microphonesqty 2
Speaker
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Laptop
HDMI cable
Power banksqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving traysqty 8

Decorations

Name badgesqty 10
Program cardsqty 80
Postersqty 20
Directional signsqty 8
Pensqty 20
Notepadsqty 10
Book standsqty 6
Table décorqty 8
Tapeqty 4
Scissorsqty 3

Lighting

Standing lampsqty 4
LED string lightsqty 4

Cleaning

Waste binsqty 4
Reusable cleaning clothsqty 12
Washing-up tubsqty 2

Catering

Groceries

Tips

Set the programme deadline before the event date: collect author bios and readings early enough to leave at least 7 days for changes, confirmation messages and programme cards.
Test each wireless microphone, the speaker, laptop and HDMI cable in the actual room before doors open. Bring extension cords, power strips and power banks so a low battery or awkward socket does not interrupt a reading.
Use the audience list to prepare name badges and seating before guests arrive. Check registrations and dietary requirements at least 3 days beforehand, especially if snacks are being served.
Plan the room around the reading format: place the speaker table where every chair has a clear view, keep the book table separate from the refreshments, and leave a visible route to the toilets and coat racks.
Prepare drinks and snacks in stages rather than at the last minute. Chill drinks before the event, fill thermos flasks after the coffee and tea are ready, and keep serving trays, glasses and utensils together.

Frequently asked questions

How far in advance should I organise a writers' night?: Book the room and confirm the date at least 6 to 8 weeks ahead. Invite authors and performers immediately afterwards, then send audience invitations once the programme and registration method are clear.
When should I finalise the writers' night programme?: Aim to finalise it 7 days before the event. That gives you time to confirm the running order with authors, print programmes, prepare name badges and correct route or room signs.
What technical equipment do I need for a writers' night?: For a typical reading setup, plan for wireless microphones, a speaker, a microphone stand, a laptop and an HDMI cable. Test everything in the room at least 2 hours before the audience arrives, including extension cords and power strips.
How early should I arrive to set up a writers' night?: Allow 2 to 3 hours before the start time. Use that time to open and check the hall and toilets, arrange chairs and tables, set up the book and speaker tables, test sound, prepare refreshments and place signs.

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.